Payroll Coordinator Job Description [Updated for 2024]

payroll coordinator job description

In the modern business landscape, the role of a Payroll Coordinator has become crucial.

As businesses evolve, so does the need for proficient individuals who can efficiently manage, organize, and secure our payroll systems.

But what does a Payroll Coordinator’s role truly entail?

Whether you are:

  • A job seeker looking to understand the core responsibilities of this position,
  • A hiring manager seeking to define the perfect candidate,
  • Or merely curious about the intricacies of payroll coordination,

You’ve come to the right place.

Today, we present a flexible Payroll Coordinator job description template, designed for effortless posting on job boards or career websites.

Let’s delve right into it.

Payroll Coordinator Duties and Responsibilities

Payroll Coordinators are crucial in any business, ensuring that all employees are compensated correctly and on time.

They manage payroll procedures, ensure compliance with tax regulations and maintain accurate employee records.

Their key duties and responsibilities include:

  • Processing and managing the organization’s payroll in a timely and accurate manner
  • Creating and managing payroll policies and procedures
  • Ensuring all payroll transactions comply with tax laws and employment standards
  • Checking hours worked, pay changes, and post-tax deductions to employee paychecks
  • Preparing and distributing payroll reports to managers and stakeholders
  • Resolving any payroll discrepancies or issues
  • Maintaining accurate records of payroll documentation and transactions
  • Processing and issuing employee tax forms, such as W-2s and 1099s
  • Working closely with HR to coordinate benefits, deductions, and time-off accruals
  • Conducting audits and verifications of payroll records
  • Answering employee questions and concerns regarding payroll


Payroll Coordinator Job Description Template

Job Brief

We are seeking a meticulous and experienced Payroll Coordinator to oversee our company’s payroll system and manage the payroll team.

The Payroll Coordinator’s responsibilities include maintaining and updating payroll records, preparing reports, and providing information to employees on payroll matters.

Our ideal candidate has a strong background in payroll administration and is familiar with payroll software, tax procedures, and relevant legislation.

Ultimately, a top-notch Payroll Coordinator should be able to ensure the efficient, accurate, confidential, and timely processing of employee salaries.



  • Overseeing electronic payments and distribution of payroll checks
  • Processing payroll and maintaining payroll information
  • Compiling summaries of earnings, taxes, deductions, leave, and non-taxable wages
  • Calculating payroll liabilities by determining employee federal and state taxes, insurance, employee benefit deductions, etc.
  • Providing payroll information and resolving any payroll discrepancies
  • Maintaining professional and technical knowledge by attending educational workshops
  • Ensuring compliance with current tax and payroll legislation
  • Preparing reports for upper management, finance department etc.



  • Proven experience as a Payroll Coordinator or similar role
  • Thorough knowledge of payroll procedures and legislation
  • Experience with payroll software (e.g. ADP, Workday) and MS Office (especially Excel)
  • Attention to detail and strong mathematical skills
  • Ability to handle confidential information
  • Excellent communication skills (both verbal and written)
  • BSc/BA in accounting/business or relevant field; professional certification (e.g. CPP, CPM) is a plus



  • 401(k)
  • Health insurance
  • Dental insurance
  • Retirement plan
  • Paid time off
  • Professional development opportunities


Additional Information

  • Job Title: Payroll Coordinator
  • Work Environment: Office setting with occasional telecommuting options. Some travel may be required for training or meetings.
  • Reporting Structure: Reports to the Payroll Manager or Director of Finance.
  • Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
  • Pay Range: $40,000 minimum to $70,000 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 Coordinator Do?

A Payroll Coordinator is a vital role in any organization, responsible for ensuring that all employees are paid accurately and on time.

They oversee the entire payroll process, often working closely with the Human Resources department and the accounting team.

This role involves gathering and verifying hours worked, calculating wages, issuing paychecks, and maintaining payroll records.

Payroll Coordinators also handle any discrepancies or issues that arise, such as overpayment or underpayment.

They ensure that all payroll activities adhere to legal and company policies.

Additionally, they may be involved in tasks related to employee benefits and deductions, such as health insurance, retirement plans, or taxes.

They also prepare reports for management, detailing payroll expenses, overtime, sick days, and other related information.

Payroll Coordinators need to have strong numerical skills, a high degree of accuracy, and excellent attention to detail, as any mistakes can have significant financial implications.

Their role is not only critical to the financial health of the company but also to employee satisfaction, as they play a key role in ensuring employees are paid correctly.


Payroll Coordinator Qualifications and Skills

A proficient Payroll Coordinator should possess the following skills and qualifications that align with the job description:

  • Excellent knowledge of payroll management systems and procedures to ensure accurate and timely payroll processing.
  • Strong numerical skills for accurate calculations and evaluations.
  • Proficiency in using payroll software as well as a strong understanding of labor legislation and taxation processes.
  • Exceptional attention to detail to ensure the accuracy of payroll records and reports.
  • Good organizational skills to manage multiple tasks and meet deadlines.
  • Effective communication skills to handle queries and provide information regarding payroll matters to employees and management.
  • High level of integrity and ability to handle sensitive and confidential information responsibly.
  • Problem-solving skills to identify and rectify discrepancies in payroll records.
  • Knowledge in HRIS and timekeeping systems is highly beneficial.


Payroll Coordinator Experience Requirements

Entry-level Payroll Coordinators typically have 1 to 2 years of experience, often acquired through internships, part-time roles, or entry-level positions in human resources or finance departments.

During this time, they gain valuable experience in payroll systems, data entry, and basic accounting procedures.

Candidates with 2 to 3 years of experience often have a strong understanding of payroll processing, tax laws, and employee benefits administration.

They usually have proficiency in using payroll software and have experience in resolving payroll discrepancies.

Those with more than 3 years of experience are expected to be well-versed in all aspects of payroll coordination, including auditing and reconciling payroll data, handling benefits and deductions, and ensuring compliance with federal, state, and local payroll, wage, and hour laws and best practices.

Candidates with 5 or more years of experience may have held supervisory roles and are expected to have significant experience in managing payroll functions.

They may be ready for managerial roles within the payroll department and can handle complex payroll issues, staff training and development, and strategic planning related to payroll operations.


Payroll Coordinator Education and Training Requirements

A Payroll Coordinator typically requires a minimum of an associate’s degree in business administration, finance, or a related field, although many employers prefer a bachelor’s degree.

They must possess a strong understanding of financial principles, as well as an in-depth knowledge of payroll systems and procedures, including familiarity with payroll tax laws, benefits administration, and employee compensation.

Employers often require several years of payroll or accounting experience, with a focus on managing and processing payroll data.

Additional qualifications may include competency in software programs such as Microsoft Excel and payroll systems like ADP or Paychex.

Many Payroll Coordinators pursue certification through the American Payroll Association, which offers the Certified Payroll Professional (CPP) and Fundamental Payroll Certification (FPC) credentials.

These certifications enhance a candidate’s knowledge and credibility in the field.

Maintaining current knowledge of changes in payroll and tax laws is critical for Payroll Coordinators, and some continue their education through workshops, seminars, and coursework.


Payroll Coordinator Salary Expectations

A Payroll Coordinator earns an average of $45,792 (USD) per year.

The actual salary may vary depending on the individual’s level of experience, the size and type of the company, and the geographical location.


Payroll Coordinator Job Description FAQs

What qualifications does a Payroll Coordinator need?

A high school diploma is required, though an associate or bachelor’s degree in business, finance, or related field is preferred.

Some employers also look for certifications like Certified Payroll Professional (CPP).

Familiarity with payroll software and strong mathematical skills are also essential.


What are the primary responsibilities of a Payroll Coordinator?

Payroll Coordinators are responsible for processing payroll transactions, including salaries, benefits, garnishments, taxes, and other deductions.

They ensure accurate and timely processing of payroll updates and records.

They also answer employees’ questions about payroll and resolve any payroll errors.


What skills should a Payroll Coordinator have?

Payroll Coordinators should have strong numerical skills and attention to detail as they handle sensitive financial data.

They need to be proficient in using payroll software and have excellent organizational and time management skills.

They should also possess strong communication skills to interact with employees and resolve their payroll queries.


What makes a good Payroll Coordinator?

A good Payroll Coordinator is accurate, reliable, and able to work well under pressure.

They should possess strong data entry skills, and be familiar with payroll and taxation principles.

A high level of confidentiality and integrity is also crucial in this role.


What is the career path for a Payroll Coordinator?

A Payroll Coordinator can advance to a Payroll Manager or Payroll Director position with enough experience and additional education or certifications.

They may also branch out to other areas of human resources or finance.

Some may even become consultants or advisors in payroll services or software companies.



And that wraps it up.

Today, we have shed light on the pivotal role of a Payroll Coordinator.


It’s not just about crunching numbers.

It’s about being the backbone of employee satisfaction and company reputation, one payroll at a time.

With our comprehensive Payroll Coordinator job description template and real-world examples, you’re ready to stride ahead.

But why limit yourself?

Go further with our job description generator. It’s your key to precision-crafted job listings or fine-tuning your resume to precision.

Remember this:

Every accurate payroll is a step towards a better, happier workplace.

Let’s create that future. Together.

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