What Does a Payroll Specialist Do?
A payroll specialist processes employee paychecks and ensures that compensation is accurate, timely, and compliant with regulations. They handle payroll calculations, tax withholdings, benefits deductions, and adjustments, while maintaining accurate payroll records.
Payroll specialists also assist employees with payroll-related inquiries, reconcile discrepancies, and prepare reports for HR and finance teams. Their work requires confidentiality, attention to detail, and strong knowledge of payroll systems to ensure employees are compensated properly and the organization meets compliance obligations.
Looking to Hire a Payroll Specialist?
Speak with one of our recruiting experts today.
Payroll Specialist Core Responsibilities
- Process employee payroll on a scheduled basis (weekly, biweekly, or monthly)
- Calculate wages, overtime, bonuses, and deductions
- Ensure compliance with tax laws and labor regulations
- Reconcile payroll reports and resolve discrepancies
- Maintain accurate employee payroll records and documentation
- Process new hires, terminations, and status changes in payroll systems
- Assist employees with payroll-related inquiries and issue resolution
- Collaborate with HR and finance on payroll data, benefits, and reporting
Required Skills and Qualifications
Hard skills
- Proficiency with payroll systems (ADP, Paychex, Workday, etc.)
- Strong knowledge of payroll tax and labor compliance
- Ability to process multi-state payroll and garnishments
- Familiarity with accounting principles and reconciliations
Soft skills
- High attention to detail and accuracy
- Confidentiality and discretion handling sensitive information
- Strong organizational and time management skills
- Excellent communication and problem-solving abilities
Education
- Associate’s or bachelor’s degree in accounting, finance, HR, or business administration preferred
- Equivalent experience may be accepted in place of degree requirements
Certifications
- Fundamental Payroll Certification (FPC) – commonly requested
- Certified Payroll Professional (CPP) – recommended for career advancement
Preferred Qualifications
- 2+ years of experience in payroll processing or HR support
- Experience with multi-state or union payrolls
- Familiarity with enterprise payroll and HRIS systems
- Knowledge of benefits administration and integration with payroll
National Average Salary
Payroll specialist salaries vary by experience, industry, organization size, and geography. Click below to explore salaries by local market.
The average national salary for a Payroll Specialist is:
$51,550
Sample Job Description Templates for Payroll Specialists
Payroll Tax Specialist
Position Overview
We are seeking a payroll tax specialist to ensure accurate calculation, withholding, and reporting of payroll taxes. This role requires expertise in federal, state, and local tax compliance, as well as the ability to research and apply changing tax laws. The payroll tax specialist will collaborate with payroll, HR, and finance teams to maintain compliance and support audits.
Responsibilities
- Calculate, withhold, and remit federal, state, and local payroll taxes
- Prepare and file payroll tax returns and related compliance reports
- Monitor changes in payroll tax laws and regulations
- Reconcile payroll tax accounts and resolve discrepancies
- Respond to tax notices and inquiries from government agencies
- Support audits by providing documentation and reports
Requirements
Hard skills
- Expertise in payroll tax law and compliance
- Proficiency with payroll tax software and systems
- Strong knowledge of reconciliations and general ledger posting
Soft skills
- Strong attention to detail and accuracy
- Analytical problem-solving skills
- Effective communication with internal teams and external agencies
Education
- Bachelor’s degree in accounting, finance, or related field required
Certifications
- Fundamental Payroll Certification (FPC) required
- Certified Payroll Professional (CPP) strongly recommended
Preferred Qualifications
- 3+ years of experience specializing in payroll tax processing
- Prior experience with multi-jurisdiction payroll tax compliance
HR and Payroll Specialist
Position Overview
We are hiring an HR and payroll specialist to manage payroll processing while supporting core HR functions such as onboarding, benefits, and employee records. This hybrid role requires strong payroll expertise combined with generalist-level HR knowledge.
Responsibilities
- Process payroll accurately and on schedule
- Administer employee benefits deductions and contributions
- Support HR functions including onboarding, employee records, and compliance reporting
- Maintain accurate HRIS and payroll data
- Assist employees with payroll and benefits-related questions
- Collaborate with HR and finance teams on process improvements
Requirements
Hard skills
- Proficiency with HRIS and payroll systems (Workday, ADP, Paychex, etc.)
- Knowledge of payroll tax compliance and benefits administration
- Strong data management and reporting skills
Soft skills
- Excellent interpersonal and communication abilities
- Strong organizational and multitasking skills
- Confidentiality and discretion handling sensitive employee data
Education
- Bachelor’s degree in human resources, business, accounting, or related field preferred
Certifications
- FPC or CPP recommended
- HR certification (PHR or SHRM-CP) recommended for career advancement
Preferred Qualifications
- 2+ years of combined HR and payroll experience
- Background supporting employee benefits and compliance reporting
Multi-State Payroll Specialist
Position Overview
We are seeking a multi-state payroll specialist to manage payroll processing for employees across multiple U.S. states. This role requires in-depth knowledge of state-specific tax laws, wage requirements, and compliance standards.
Responsibilities
- Process payroll for employees across multiple state jurisdictions
- Ensure compliance with varying state tax laws and wage regulations
- Reconcile payroll reports and resolve discrepancies across states
- Process garnishments, deductions, and benefits in compliance with laws
- Maintain accurate records and prepare reports for audits or compliance checks
- Provide guidance on state-specific payroll issues to HR and finance teams
Requirements
Hard skills
- Expertise in multi-state payroll tax compliance
- Proficiency with payroll software capable of handling multiple jurisdictions
- Strong reconciliation and reporting skills
Soft skills
- Strong attention to detail in complex payroll environments
- Ability to adapt quickly to changing compliance requirements
- Effective communication and problem-solving skills
Education
- Bachelor’s degree in accounting, finance, HR, or related field preferred
Certifications
- FPC required
- CPP strongly recommended
Preferred Qualifications
- 3+ years of payroll experience with multi-state responsibilities
- Experience processing payroll for distributed or remote workforces
Global Payroll Specialist
Position Overview
We are hiring a global payroll specialist to manage payroll operations across multiple countries. This role requires expertise in international payroll regulations, foreign exchange processes, and coordination with global vendors and HR teams.
Responsibilities
- Process payroll for employees in multiple countries
- Coordinate with global payroll vendors and HR teams
- Ensure compliance with country-specific tax and labor laws
- Manage international payments, including currency conversion
- Reconcile global payroll reports and resolve discrepancies
- Support global audits and compliance initiatives
Requirements
Hard skills
- Expertise in global payroll systems and multi-currency processing
- Knowledge of international tax regulations and employment laws
- Experience working with global payroll vendors and HRIS systems
Soft skills
- Strong cross-cultural communication and collaboration skills
- Analytical and problem-solving abilities
- Organizational skills to manage multiple regions and deadlines
Education
- Bachelor’s degree in accounting, finance, HR, or business administration required
Certifications
- CPP required
- Global Payroll Management Certificate recommended
Preferred Qualifications
- 4+ years of payroll experience, including global payroll responsibilities
- Prior experience in a multinational corporation or shared service environment