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Payroll Administrator

The payroll administrator works with other HR professionals and often the IT team to manage payroll processes, track attendance, compute wages, and ensure the timely and correct payment of employees’ salaries
HR Role family: Solution architect
Salary range: $49,000 - 61,000Gross salary range estimation based on US salary benchmark data collected in 2022
Work experience: Entry-levelAverage minimum year of (relevant) work experience required for this role.

Key Responsibilities

Process, maintains and resolves all issues related to payroll activities including calculating wages, bonuses, overtime and time and attendance
Prepare payroll reports on a monthly basis
Ensures organization remains compliant with latest payroll regulations
Maintain payroll systems

Skills & Competencies

Analytics Translation
Benefits and Rewards
Compensation
Data-Driven
Driven Results
HR Operations and Administration

Career paths

Path 1
Path 2
Path 3
Payroll Administrator
Payroll Team Lead
Payroll Manager
Director Total Rewards
Payroll Administrator
Benefits Administrator
HR Officer
HR Business Partner
Comp and Ben Specialist
Payroll Administrator
Comp and Ben Specialist
Payroll Team Lead
HR Operations Manager
Shared Services Manager

Training programs

Certificate Program

HR Metrics & Dashboarding

Entry-Level | 30 hours

Drive fact-based HR decisions by mastering powerful reporting and dashboarding skills.

Certificate Program

Compensation & Benefits

Intermediate | 28 hours

Become a total rewards expert and learn everything you need to create a future-proof C&B strategy.

Certificate Program

HR Generalist

Beginner | 32 hours

Gain the skills you need to hire, engage, and develop your company’s most valuable asset — its people.

More details & resources

Job Description Template: Payroll Administrator

Job Title: Payroll Administrator

Location: [Insert location]

Reports to: [Insert name and title of supervisor]

The Payroll Administrator is responsible for the accurate and timely processing of payroll for all employees in the organization. They will work closely with other members of the HR team to ensure that all payroll-related activities are completed on time and in compliance with all relevant laws and regulations.

Key Responsibilities:

  • Process payroll for all employees, including calculating wages, overtime, bonuses, and deductions
  • Ensure compliance with all federal, state, and local tax laws and regulations
  • Maintain accurate and up-to-date payroll records for all employees, including tax forms, timesheets, and payroll reports
  • Resolve payroll-related issues promptly and accurately, including answering employee questions, addressing discrepancies, and troubleshooting errors
  • Prepare payroll reports for management, such as payroll summaries, tax reports, and earnings statements
  • Stay up-to-date with changes to federal, state, and local payroll laws and regulations
  • Maintain strict confidentiality of all payroll-related information, including employee salary information, tax records, and personal data
  • Work closely with other HR professionals, such as HR managers, benefits administrators, and recruiters, to ensure the smooth functioning of the HR department
  • Maintain and update payroll systems, including payroll software, databases, and records
  • Troubleshoot technical issues and work with vendors to resolve any problems

Key Skills and Qualifications:

  • Bachelor's degree in business, accounting, or related field
  • At least 2 years of experience in payroll administration
  • Knowledge of federal, state, and local payroll laws and regulations
  • Proficiency in payroll software and databases
  • Strong analytical and problem-solving skills
  • Excellent attention to detail
  • Strong communication skills, both written and verbal
  • Ability to maintain confidentiality of sensitive information
  • Ability to work independently and as part of a team
  • Strong organizational and time management skills.

Detailed Responsibilities & Tasks

  • Process payroll: The primary responsibility of a payroll administrator is to ensure accurate and timely processing of payroll for employees. This includes calculating wages, overtime, bonuses, and deductions and ensuring compliance with federal, state, and local tax laws and regulations.
  • Maintain payroll records: Payroll administrators are responsible for maintaining accurate and up-to-date payroll records for all employees, including tax forms, timesheets, and payroll reports.
  • Resolve payroll issues: Payroll administrators should be able to resolve payroll-related issues promptly and accurately. This includes answering employee questions, addressing discrepancies, and troubleshooting errors.
  • Prepare payroll reports: Payroll administrators should be able to prepare payroll reports for management, such as payroll summaries, tax reports, and earnings statements.
  • Stay up-to-date with payroll regulations: Payroll administrators should stay informed of changes to federal, state, and local payroll laws and regulations. They should ensure that the organization is compliant with all payroll-related laws, such as the Fair Labor Standards Act (FLSA) and the Family and Medical Leave Act (FMLA).
  • Maintain confidentiality: Payroll administrators should maintain strict confidentiality of all payroll-related information, including employee salary information, tax records, and personal data.
  • Collaborate with other HR professionals: Payroll administrators should work closely with other HR professionals, such as HR managers, benefits administrators, and recruiters, to ensure the smooth functioning of the HR department.
  • Maintain payroll systems: Payroll administrators should be able to maintain and update payroll systems, including payroll software, databases, and records. They should also be able to troubleshoot technical issues and work with vendors to resolve any problems.

Detailed Skills Description

  • Attention to detail: Payroll processing requires a high level of accuracy and attention to detail to ensure that employees are paid correctly and on time.
  • Knowledge of payroll laws and regulations: A payroll administrator must have a deep understanding of federal, state, and local payroll laws and regulations to ensure compliance.
  • Analytical skills: Payroll administrators must be able to analyze data, identify trends, and make informed decisions based on their findings.
  • Communication skills: A payroll administrator must be able to communicate effectively with employees, management, and external stakeholders regarding payroll-related issues.
  • Organizational skills: A payroll administrator must be highly organized to manage multiple tasks, deadlines, and priorities effectively.
  • Technology skills: A payroll administrator must be proficient in using payroll software and other technology tools to process payroll and generate reports.
  • Problem-solving skills: A payroll administrator must be able to identify and resolve issues related to payroll processing, such as errors, discrepancies, and compliance issues

KPIs for this role

  • Accuracy of payroll processing: This KPI measures the number of errors or discrepancies in payroll processing. The goal is to achieve a 100% accuracy rate in payroll processing.
  • Timeliness of payroll processing: This KPI measures the payroll processing cycle time. The goal is to ensure that payroll is processed on time, every time.
  • Compliance with payroll laws and regulations: This KPI measures the organization's compliance with federal, state, and local payroll laws and regulations. The goal is to ensure that the organization is fully compliant with all relevant laws and regulations.
  • Employee satisfaction with payroll services: This KPI measures the level of satisfaction among employees with the payroll services provided by the organization. The goal is to ensure that employees are satisfied with the accuracy, timeliness, and efficiency of payroll processing.
  • Cost per payroll transaction: This KPI measures the cost of each payroll transaction, including the cost of software, labor, and other related expenses. The goal is to reduce the cost per payroll transaction while maintaining high levels of accuracy and compliance.
  • Reduction in payroll processing time: This KPI measures the amount of time it takes to process payroll. The goal is to reduce the time it takes to process payroll, which can lead to increased efficiency and cost savings.
  • Reduction in payroll errors: This KPI measures the number of payroll errors over a specific period. The goal is to reduce the number of payroll errors, which can improve accuracy and compliance and reduce costs associated with correcting errors.