Payroll Clerk

A Payroll Clerk is responsible for processing employee payroll, maintaining payroll records, ensuring accurate wage calculations, and supporting compliance with payroll regulations and company policies. The role requires strong attention to detail, confidentiality, and accuracy in handling employee compensation data.

Key Responsibilities

Payroll Processing

• Process weekly, bi-weekly, semi-monthly, or monthly payroll.
• Review and verify employee timesheets and attendance records.
• Calculate wages, overtime, bonuses, commissions, and deductions.
• Enter payroll data accurately into payroll systems.
• Ensure timely and accurate payroll distribution.

Timekeeping and Attendance

• Maintain employee attendance and leave records.
• Review timesheets for accuracy and completeness.
• Resolve discrepancies related to hours worked.
• Monitor overtime and absenteeism records.
• Process vacation, sick leave, and other paid time off requests.

Employee Payroll Support

• Respond to employee inquiries regarding paychecks and deductions.
• Explain payroll policies and procedures.
• Assist employees with payroll-related forms and documentation.
• Resolve payroll discrepancies and payment issues.
• Provide employment and income verification when authorized.

Payroll Records Management

• Maintain accurate payroll files and employee records.
• Update employee information, including tax withholding and direct deposit details.
• Ensure confidentiality of payroll information.
• Prepare and file payroll-related documentation.
• Retain payroll records according to company and legal requirements.

Tax and Compliance Support

• Process payroll tax deductions and withholdings.
• Assist with payroll tax reporting and filings.
• Ensure compliance with federal, state, and local payroll regulations.
• Support audits by preparing payroll records and reports.
• Maintain compliance with wage and hour laws.

Reporting and Reconciliation

• Generate payroll reports for management and accounting departments.
• Reconcile payroll records and identify discrepancies.
• Prepare earnings, deduction, and tax reports.
• Assist with month-end and year-end payroll activities.
• Support preparation of annual tax forms such as W-2s.

Benefits and Deductions Administration

• Process benefit deductions including health insurance and retirement contributions.
• Update payroll records to reflect benefit changes.
• Monitor garnishments, child support orders, and other deductions.
• Ensure accurate calculation of benefit-related deductions.

Administrative Duties

• Maintain payroll calendars and processing schedules.
• Assist with payroll system updates and testing.
• Organize payroll files and documentation.
• Support Human Resources and Finance departments with payroll information.
• Participate in payroll improvement projects and process enhancements.

Required Skills

• Strong numerical and analytical skills.
• Excellent attention to detail and accuracy.
• Knowledge of payroll procedures and regulations.
• Confidentiality and professionalism.
• Strong organizational and time-management skills.
• Proficiency in Microsoft Excel and payroll software.
• Effective communication and customer service skills.
• Ability to meet strict deadlines.

Typical Qualifications

• High school diploma or equivalent required.
• Associate degree in Accounting, Finance, Business Administration, or related field preferred.
• Previous payroll, accounting, bookkeeping, or administrative experience preferred.
• Knowledge of payroll systems such as ADP, Paychex, QuickBooks Payroll, or similar software.
• Familiarity with payroll tax regulations and labor laws.

Sample Resume Job Description

Payroll Clerk

• Processed payroll for employees on a weekly and bi-weekly basis, ensuring accuracy and timely payment.
• Reviewed timesheets, attendance records, and leave requests for payroll processing.
• Maintained payroll records and updated employee information in payroll systems.
• Responded to employee payroll inquiries and resolved discrepancies.
• Assisted with payroll tax reporting, year-end processing, and compliance activities.
• Generated payroll reports and reconciled payroll data with accounting records.
• Processed employee deductions, garnishments, and benefit contributions.
• Maintained confidentiality of payroll information and ensured compliance with applicable regulations.

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