Payroll and Timekeeping Clerk Job Description [Updated for 2025]

In today’s fast-paced business environment, the critical role of Payroll and Timekeeping Clerks is increasingly in focus.

As businesses evolve, the demand for meticulous individuals who can manage, maintain, and secure our payroll and timekeeping processes heightens.

But what exactly is expected from a Payroll and Timekeeping Clerk?

Whether you are:

• A job seeker aiming to understand the core responsibilities of this role,
• A hiring manager seeking to outline the perfect candidate,
• Or simply fascinated by the intricacies of payroll and timekeeping,

You’ve come to the right place.

Today, we present a customizable Payroll and Timekeeping Clerk job description template, designed for effortless posting on job boards or career sites.

Let’s dive right in.

Payroll and Timekeeping Clerk Duties and Responsibilities

Payroll and Timekeeping Clerks play an essential role in ensuring employees are accurately compensated for their work.

They manage the collection, computation, and entering of data concerning the work hours and payment of employees.

Their duties and responsibilities include:

• Collecting timekeeping information of employees
• Entering payroll data into digital systems and checking them for accuracy
• Calculating correct amounts for items like wages, deductions, bonuses, and overtime
• Issuing earnings and preparing paychecks
• Addressing and resolving any payroll discrepancies
• Completing reports for record-keeping purposes or managerial review
• Ensure compliance with federal and state regulations and guidelines
• Assist in auditing of payroll or timekeeping records
• Communicate with employees and management to answer questions, discrepancies and to provide information about payroll related matters

 

Payroll and Timekeeping Clerk Job Description Template

Job Brief

We are seeking a reliable and detail-oriented Payroll and Timekeeping Clerk to manage our employee compensation records.

The responsibilities of the Payroll and Timekeeping Clerk include collecting and verifying employee information, calculating payable hours, commissions, bonuses, tax withholdings, and deductions.

The ideal candidate should have strong numerical skills and be able to multitask effectively.

They should also be trusted with sensitive and confidential information.

 

Responsibilities

• Collect, compile, and enter payroll data into the computer system
• Review time sheets, wage computation, and other information to detect and reconcile payroll discrepancies
• Compute wages and deductions, and enter data into databases
• Issue and record adjustments to pay related to previous errors or retroactive increases
• Prepare and process paychecks
• Answer staff queries about wages, deductions, attendance, and time records
• Receive and coordinate requests for leave and other absences
• Handle changes in exemptions, job status, and job titles
• Adhere to payroll policies and procedures and comply with relevant law
• Identify, investigate, and resolve discrepancies in timesheet and payroll records

 

Qualifications

• Proven work experience as a Payroll Clerk or similar role
• Experience with general ledger functions
• Strong numerical skills with a keen attention to detail
• Knowledge of payroll process, procedures, and best practices
• Experience using payroll software
• Ability to handle confidential information
• Strong ethics, with an ability to manage confidential data
• High school diploma or equivalent required
• Bachelor’s degree in Accounting, Business, Human Resources or related field preferred

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Tuition reimbursement

 

Additional Information

• Job Title: Payroll and Timekeeping Clerk
• Work Environment: Office setting. Some remote work may be available.
• Reporting Structure: Reports to the Payroll Supervisor or Human Resources Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $40,000 minimum to $55,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Payroll and Timekeeping Clerk Do?

Payroll and Timekeeping Clerks work in a variety of industries, handling the critical task of ensuring that employees are paid accurately and on time.

Their main responsibility is to compile and record employee time and payroll data, which may include hours worked, overtime, absences, sick leave, and personal time off.

They perform data entry and reconciliation tasks to ensure accurate payroll processing.

Additionally, they are often responsible for calculating wages owed and deductions such as tax withholdings, insurance premiums, and retirement contributions.

They prepare and issue paychecks or electronic transfers to bank accounts.

They also handle irregularities and discrepancies in time records and payrolls, working closely with supervisors and employees to resolve these issues.

In some instances, Payroll and Timekeeping Clerks also assist in preparing and distributing payroll reports for internal use by management or for regulatory agencies.

Payroll and Timekeeping Clerks should have a strong understanding of payroll policies and procedures, as well as employment laws and regulations.

They must be detail-oriented and proficient in using payroll software systems.

 

Payroll and Timekeeping Clerk Qualifications and Skills

A qualified Payroll and Timekeeping Clerk should possess a range of technical skills, interpersonal skills, and a deep understanding of payroll processes, such as:

• Numeracy skills for dealing with complex numbers and financial reports, ensuring accuracy in calculations.
• Knowledge of payroll systems, timekeeping software, and other related technologies to effectively manage and process payroll.
• Understanding of applicable laws, tax codes, and regulations to ensure the company complies with all payroll requirements.
• Exceptional attention to detail to minimize errors, identify discrepancies, and ensure accurate record-keeping.
• Strong organizational skills to manage multiple tasks, maintain all payroll files, and meet tight deadlines.
• Good interpersonal and communication skills to interact effectively with employees, HR, and management regarding payroll and timekeeping issues.
• Problem-solving skills to handle any payroll or timekeeping discrepancies or issues that may arise.
• Confidentiality and integrity, as this role involves dealing with sensitive and confidential information.
• Customer service skills to answer employee queries about payroll and timekeeping issues.

 

Payroll and Timekeeping Clerk Experience Requirements

Entry-level candidates for Payroll and Timekeeping Clerk positions typically have at least 1 to 2 years of experience in clerical roles or similar administrative tasks.

This experience can be gained through internships, part-time positions, or even relevant coursework in accounting or business administration.

Familiarity with payroll systems and timekeeping software is often a requirement, which can be gained through on-the-job experience.

Candidates with around 3 to 5 years of experience are generally considered to have intermediate-level experience.

They may have handled payroll and timekeeping responsibilities in larger organizations, and are likely to have developed a deep understanding of payroll laws and regulations.

This level of experience often includes competency in using advanced features of payroll software, and experience in resolving payroll discrepancies.

Those with over 5 years of experience in the role are considered highly experienced.

They may have worked in senior roles, handling complex payroll operations for large organizations.

They are expected to possess a high level of accuracy, have a solid understanding of tax laws and payroll procedures, and be capable of handling confidential information responsibly.

These candidates are often ready for roles that involve leading a team or managing payroll operations on a larger scale.

 

Payroll and Timekeeping Clerk Education and Training Requirements

Payroll and Timekeeping Clerks typically need a high school diploma or equivalent.

They generally gain their skills on the job, as many employers offer on-the-job training.

However, taking bookkeeping and accounting courses in high school or community college can be beneficial.

Knowledge of computer software, such as Microsoft Office Suite, particularly Excel, and payroll software is crucial.

Familiarity with databases and data entry procedures is also beneficial.

In some cases, employers may require Payroll and Timekeeping Clerks to hold an associate’s degree or bachelor’s degree in finance, business administration, or a related field.

Certifications are not typically required but may be preferred by some employers.

The American Payroll Association offers two levels of certification, the Fundamental Payroll Certification (FPC) and the Certified Payroll Professional (CPP).

Continuous professional development is important in this role as payroll and tax laws often change.

Therefore, clerks must stay up-to-date by attending workshops or continuing education programs.

Previous experience with bookkeeping, general office work, or clerical work can also enhance a job applicant’s prospects.

 

Payroll and Timekeeping Clerk Salary Expectations

A Payroll and Timekeeping Clerk can expect to earn an average salary of $45,050 (USD) per year.

The actual salary may fluctuate based on factors such as years of experience, the complexity of the payroll system, the size of the company, and the geographical location.

 

Payroll and Timekeeping Clerk Job Description FAQs

What skills does a Payroll and Timekeeping Clerk need?

Payroll and Timekeeping Clerks should have strong numerical skills and attention to detail to ensure accurate calculations and record-keeping.

They should also have strong organizational skills and the ability to multitask, as they may be responsible for managing several different payroll accounts simultaneously.

Additionally, they should have strong computer skills, including proficiency with payroll software, spreadsheets, and databases.

 

Do Payroll and Timekeeping Clerks need a degree?

While a degree is not always necessary, many employers prefer Payroll and Timekeeping Clerks to have at least an associate degree in accounting, business, or a related field.

Some employers may also prefer candidates with professional certification, such as Certified Payroll Professional (CPP) designation.

 

What should you look for in a Payroll and Timekeeping Clerk resume?

Firstly, look for relevant experience in payroll or finance roles.

Familiarity with payroll software and timekeeping systems is a plus.

Also, pay attention to any experience with payroll tax laws and regulations.

Finally, any demonstration of strong numerical skills, attention to detail, and organizational skills would be beneficial.

 

What qualities make a good Payroll and Timekeeping Clerk?

A good Payroll and Timekeeping Clerk is meticulous, accurate, and reliable.

They understand the importance of confidentiality and are able to handle sensitive information with discretion.

They should have good interpersonal skills to communicate with staff at all levels about their pay and benefits, and they should have the ability to work to tight deadlines.

 

Is it difficult to hire Payroll and Timekeeping Clerks?

The challenge in hiring Payroll and Timekeeping Clerks often depends on the specific requirements of the job and the current labor market conditions.

In a market with a shortage of qualified candidates, it may be more difficult to find experienced clerks.

However, it’s important to provide competitive compensation and benefits, and to clearly communicate the opportunities for growth and development within your organization.

 

Conclusion

And there we have it.

Today, we’ve delved into the intricate workings of a payroll and timekeeping clerk job.

Surprise, surprise!

It’s not just about crunching numbers.

It’s about orchestrating the financial heartbeat of a company, one paycheck at a time.

With our comprehensive payroll and timekeeping clerk job description template and real-world examples, you’re ready to step up your game.

But why hold back?

Immerse yourself further with our job description generator. It’s your stepping stone to meticulously crafted job postings or enhancing your resume to excellence.

Remember:

Every paycheck is a part of the company’s financial health.

Let’s craft that future. Together.

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