Payroll Systems Coordinator Job Description [Updated for 2025]

In the era of digitized business operations, the emphasis on Payroll Systems Coordinators has never been more significant.

As business and finance continue to evolve, the demand for proficient individuals who can manage, develop, and secure our payroll systems is escalating.

But let’s delve deeper: What’s truly expected from a Payroll Systems Coordinator?

Whether you are:

• A job seeker trying to understand the core of this role,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the complexities of payroll system coordination,

You’re in the right place.

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

Let’s dive straight into it.

Payroll Systems Coordinator Duties and Responsibilities

Payroll Systems Coordinators manage all aspects of payroll through an organization’s selected payroll software.

They are responsible for ensuring accurate and timely payroll processing, as well as maintaining and updating the payroll system.

Their duties and responsibilities include:

• Coordinating, preparing, and processing payroll for all employee groups
• Ensuring accuracy of payroll data by conducting regular audits
• Maintaining and updating payroll system as per the changes in tax laws and company policies
• Providing training and support to staff on payroll related queries
• Generating reports for upper management, finance department and auditors
• Resolving payroll discrepancies and answering employee payroll queries
• Assisting in the design, testing, and implementation of new payroll systems or upgrades
• Maintaining strict confidentiality of all payroll records and information
• Keeping up to date with current regulations and policies pertaining to payroll procedures
• Working closely with the HR department to ensure accurate benefits and deductions

 

Payroll Systems Coordinator Job Description Template

Job Brief

We are seeking a detail-oriented Payroll Systems Coordinator to manage and coordinate our company’s payroll systems.

Your responsibilities will include managing the payroll database, making necessary adjustments, ensuring accurate and timely payroll processing, and maintaining compliance with legal and company standards.

Our ideal candidate is knowledgeable about payroll procedures and software, has a keen eye for detail, and exceptional problem-solving abilities.

Ultimately, the role of the Payroll Systems Coordinator is to ensure our company’s payroll operations run smoothly and efficiently.

 

Responsibilities

• Manage and maintain the organization’s payroll system ensuring its accuracy and reliability
• Coordinate with HR and Finance to ensure accurate payroll processing
• Perform regular audits and reconciliations of payroll data
• Monitor and resolve any issues regarding payroll systems
• Ensure compliance with relevant laws and internal policies
• Train and support team members in the use of payroll systems
• Prepare and submit reports on payroll operations to the management team
• Stay updated on new payroll tools and software
• Work with IT staff to install and implement new payroll systems

 

Qualifications

• Proven experience as a Payroll Systems Coordinator or similar role
• Proficiency in relevant payroll software
• Strong numerical and computational skills
• Understanding of legislation and regulations of the field
• Strong ethics, with an ability to manage confidential data
• Excellent problem-solving abilities
• Professional certification (e.g., CPP) is a plus
• BSc/BA in Business, Accounting or relevant field

 

Benefits

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

 

Additional Information

• Job Title: Payroll Systems Coordinator
• Work Environment: Office setting with occasional remote work possibilities. Minimal travel may be required for training or conferences.
• Reporting Structure: Reports directly to the Payroll Manager.
• Salary: Salary is dependent on candidate’s experience and qualifications, as well as market rates and business considerations.
• 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 detailing your experience and qualifications to [email address or application portal].

 

What Does a Payroll Systems Coordinator Do?

A Payroll Systems Coordinator typically works for businesses across various sectors, handling the organization’s payroll operations.

They can be employed in companies, payroll service providers, or work as independent consultants.

They are responsible for administering the complete payroll process, from gathering and verifying employee information to calculating wages and deductions.

They also play a pivotal role in ensuring that employees are paid accurately and on time.

They work closely with the Human Resources and Finance departments to align payroll activities with company policies and regulations.

Additionally, they are often tasked with troubleshooting any issues that arise with the payroll system and resolving them in a timely manner.

A significant part of their job is to maintain and update the payroll software, ensuring that it is always accurate and up-to-date.

They also prepare and maintain records related to payroll procedures for audit purposes.

Payroll Systems Coordinators are expected to stay updated with the latest developments in labor laws and tax regulations to ensure compliance at all times.

They also often assist in training staff on the use of payroll-related systems and processes.

Their role is essential in ensuring smooth financial operations within the organization and employee satisfaction related to wage and benefits disbursement.

 

Payroll Systems Coordinator Qualifications and Skills

A proficient Payroll Systems Coordinator should have the skills and qualifications that align with your job description, such as:

• Advanced knowledge in payroll systems and processing to effectively manage and coordinate payroll operations.
• Strong numerical and analytical skills to ensure accuracy in the processing and distribution of employee salaries.
• Exceptional attention to detail to monitor payroll transactions and identify any discrepancies.
• Excellent communication and interpersonal skills to effectively liaise with employees and management regarding payroll-related queries and issues.
• Proficiency in using payroll software, as well as Microsoft Office applications, especially Excel for creating reports and spreadsheets.
• Sound knowledge of payroll tax laws and regulations to maintain compliance with applicable standards.
• Strong organizational skills to manage multiple tasks simultaneously and meet deadlines.
• Problem-solving skills to effectively handle any issues or discrepancies that may arise in the payroll process.

 

Payroll Systems Coordinator Experience Requirements

Payroll Systems Coordinators are generally expected to have a minimum of 2-3 years of relevant experience in payroll and financial services.

This experience might come from prior roles such as Payroll Assistant, Financial Clerk, or similar positions where they have had hands-on experience with payroll systems.

Candidates with this level of experience would be expected to have a solid understanding of payroll processes, tax regulations, and financial reporting.

They should also be proficient in using payroll software and have experience in data entry, record keeping, and payroll processing.

For more complex tasks or senior roles, employers might require 5 or more years of experience and a Certified Payroll Professional (CPP) certification.

In these roles, candidates would be expected to have experience in managing large payroll systems, coordinating with multiple departments, and supervising payroll staff.

Finally, those with over 7 years of experience, might be considered for leadership roles.

They should have a proven track record in improving payroll processes, leading teams, and ensuring compliance with all payroll-related regulations.

 

Payroll Systems Coordinator Education and Training Requirements

A Payroll Systems Coordinator usually holds at least a bachelor’s degree in Business Administration, Finance, Accounting or a related field.

Knowledge and understanding of payroll processing, tax procedures, and benefits administration is essential.

This could be obtained through relevant coursework during their degree program or through specific payroll training programs.

Many employers prefer candidates with certification from the American Payroll Association (APA), such as the Fundamental Payroll Certification (FPC) or the Certified Payroll Professional (CPP).

These certifications validate the candidate’s knowledge and skills in the field.

Experience with payroll software is also highly desirable, as Payroll Systems Coordinators will often be responsible for managing and troubleshooting these systems.

Specific software training may be provided on the job, though familiarity with popular systems like ADP, Paychex, or Quickbooks can be advantageous.

While not mandatory, a master’s degree in business administration or a related field can be beneficial for those aiming for leadership roles within an organization.

Continuing education is important in this role, as payroll coordinators need to stay updated about changes in tax laws, payroll procedures and compliance regulations.

This can be achieved through regular professional development courses and seminars.

 

Payroll Systems Coordinator Salary Expectations

A Payroll Systems Coordinator can expect to earn an average salary of $59,365 (USD) per year.

However, this figure can fluctuate depending on factors such as the individual’s level of experience in the field, their educational qualifications, the size and industry of the employing company, and the cost of living in the geographical location where the job is based.

 

Payroll Systems Coordinator Job Description FAQs

What skills does a Payroll Systems Coordinator need?

A Payroll Systems Coordinator needs a strong understanding of payroll processes and systems.

They need to be detail-oriented to ensure accuracy and compliance with all regulations.

They should have excellent organizational skills, be able to multitask, and work under pressure to meet deadlines.

Knowledge of payroll software is critical, as are good communication skills to interact effectively with employees and management.

 

Do Payroll Systems Coordinators need a degree?

While not always required, many employers prefer Payroll Systems Coordinators to have a bachelor’s degree in finance, accounting, business administration, or a related field.

Alternatively, significant work experience in payroll or a related field can sometimes substitute for a degree.

Professional certifications, such as the Certified Payroll Professional (CPP), are also highly valued.

 

What should you look for in a Payroll Systems Coordinator resume?

A Payroll Systems Coordinator’s resume should demonstrate a strong background in payroll or finance, detailing their experience with payroll systems and software.

Look for a history of managing payroll functions, familiarity with payroll tax laws, and experience working with confidential information.

Certifications in payroll or related fields can be a plus.

Lastly, strong numeracy, organizational, and communication skills should be evident.

 

What qualities make a good Payroll Systems Coordinator?

A good Payroll Systems Coordinator is very detail-oriented and accurate, ensuring that all employees are paid correctly and on time.

They are highly organized and can effectively manage multiple tasks simultaneously.

They must have high levels of integrity due to the confidential nature of the job.

They are also able to communicate effectively, both verbally and in writing, with a wide range of individuals and departments.

 

How challenging is it to find a Payroll Systems Coordinator?

Finding a Payroll Systems Coordinator can be challenging due to the specific skill set and experience required for the role.

It is crucial to find a candidate who is not only knowledgeable about payroll systems but also has the ability to handle confidential information with integrity.

Offering competitive salaries and benefits can help attract qualified candidates.

 

Conclusion

And that’s the long and short of it.

Today, we’ve given you an insider’s look into the intricate world of a Payroll Systems Coordinator.

Surprised?

It’s not all about crunching numbers.

It’s about methodically orchestrating the financial backbone of an organization, one payroll entry at a time.

Armed with our comprehensive Payroll Systems Coordinator job description template and real-world examples, you’re ready to make your move.

But don’t stop here.

Dig deeper with our job description generator. It’s your gateway to precision-crafted job listings or polishing your resume to absolute brilliance.

Remember:

Every payroll entry is a cog in the grand machinery of a company’s financial operations.

Let’s orchestrate that operation. Together.

How to Become a Payroll Systems Coordinator (Complete Guide)

Financial Fantasies Turned Reality: The Highest Paying Jobs Uncovered!

The Survival Guide to America’s Most Stressful Jobs!

Make Bank in Your PJs: High-Paying Jobs You Can Do from Anywhere!

Stress-Free and Satisfied: The Jobs That Offer the Best Balance