Payroll Specialist Job Description Template (Free, 2026)

Payroll Specialist Location: [City, State] / Hybrid Department: Finance / HR Reports to: Payroll Manager or Controller Employment Type: Full-time Salary: $55,000 - $75,000 per year About the Role We are looking for a detail-oriented and dependable Payroll Specialist to join our Finance and HR team. You will be responsible for processing accurate and timely payroll for our employees, maintaining payroll records, and ensuring compliance with federal and state payroll regulations. This is a role where precision matters - employees depend on accurate, on-time pay, and the organization depends on your compliance expertise to avoid penalties. Responsibilities - Process semi-monthly or bi-weekly payroll for [X] employees accurately and on time - Maintain and update employee payroll records in the payroll system, including new hires, terminations, salary changes, and deduction updates - Calculate and process payroll adjustments including overtime, bonuses, commissions, retroactive pay, and off-cycle payments - Ensure proper withholding and remittance of federal, state, and local payroll taxes across all jurisdictions - Manage and process wage garnishments, child support orders, and tax levies in compliance with legal requirements - Reconcile payroll accounts and prepare payroll journal entries for the General Ledger in coordination with Accounting - Generate and distribute payroll reports including headcount, labor cost, and tax liability summaries - Respond promptly and professionally to employee payroll inquiries regarding pay stubs, W-2s, and deductions - Coordinate year-end payroll processes including W-2 preparation, distribution, and tax form filing - Stay current on changes to federal and state payroll tax laws and update internal processes accordingly - Support payroll audits by providing accurate documentation and reports Requirements - Bachelor's degree in Accounting, Finance, Business Administration, or a related field (or equivalent experience) - 3-5 years of hands-on payroll processing experience - Proficiency with payroll software (ADP Workforce Now, Workday, Ceridian Dayforce, Paychex, or similar) - Strong knowledge of federal payroll tax regulations and multi-state payroll requirements - Advanced proficiency in Microsoft Excel (VLOOKUP, pivot tables, data reconciliation) - Exceptional attention to detail and accuracy - Ability to handle confidential compensation data with absolute discretion - Strong time management skills to meet non-negotiable payroll deadlines Nice to Have - Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) from the APA - Experience processing payroll for hourly and salaried employees across multiple states - Familiarity with HRIS integrations and automated payroll workflows - Experience with union payroll or prevailing wage calculations What We Offer - Salary range of $55,000 - $75,000 depending on experience - Health, dental, and vision insurance - 401(k) with company match - Paid time off and company holidays - APA membership and CPP exam fee reimbursement - Hybrid schedule with flexibility around payroll cycle dates - Stable, mission-critical role with a collaborative Finance team [Company Name] is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.