A Payroll Clerk is responsible for processing employee compensation, ensuring accurate and timely payment while maintaining compliance with federal and state regulations. This role is critical for maintaining employee satisfaction, upholding legal standards, and supporting the financial integrity of the organization.
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What is a Payroll Clerk?
A Payroll Clerk is an administrative professional specializing in managing all aspects of employee payroll within an organization. They work within human resources or accounting departments to ensure employees are paid accurately and on time, while adhering to tax laws and company policies. This position requires strong attention to detail, numerical proficiency, and a thorough understanding of payroll systems and regulations.
What does a Payroll Clerk do?
A Payroll Clerk performs various essential functions including calculating wages, overtime, and deductions based on employee hours and company policies. They process payroll runs, generate reports, and distribute paychecks or direct deposits. Additionally, they maintain payroll records, address employee inquiries regarding pay, and ensure compliance with tax withholding requirements. They also reconcile payroll discrepancies and assist with year-end reporting such as W-2 forms.
Job Overview
We are seeking a detail-oriented Payroll Clerk to manage and process payroll for our US-based employees. The ideal candidate will ensure accurate and timely payroll processing while maintaining compliance with federal, state, and local regulations. This role requires strong numerical aptitude, confidentiality, and proficiency with payroll software systems.
Payroll Clerk responsibilities include:
1. Process bi-weekly and semi-monthly payroll for 500+ employees across multiple states
2. Verify and reconcile timekeeping records and attendance data
3. Calculate wages, overtime, deductions, commissions, and bonuses accurately
4. Process new hires, terminations, status changes, and tax updates in payroll system
5. Prepare and distribute payroll reports for accounting and management
6. Address employee payroll inquiries and resolve discrepancies promptly
7. Maintain accurate payroll records and ensure compliance with recordkeeping requirements
8. Process wage garnishments, levies, and support orders in accordance with legal requirements
9. Assist with year-end processes including W-2 preparation and distribution
10. Collaborate with HR regarding benefits deductions, 401(k) contributions, and leave accruals
1. 2+ years of hands-on payroll processing experience in US payroll environment
2. Proficiency with payroll software (ADP Workforce Now, Paychex, or similar platforms)
3. Thorough knowledge of federal and multi-state payroll tax regulations
4. Understanding of FLSA, overtime rules, and wage/hour laws
5. Strong Excel skills including VLOOKUP, pivot tables, and data analysis
6. High school diploma or equivalent required
7. Exceptional attention to detail and numerical accuracy
8. Ability to maintain strict confidentiality of payroll information
9. Experience with direct deposit processing and payroll reconciliation
10. Knowledge of basic accounting principles and journal entries
Preferred Qualifications
1. Associate's or Bachelor's degree in Accounting, Business, or related field
2. FPC (Fundamental Payroll Certification) or CPP (Certified Payroll Professional)
3. Experience with multi-state payroll processing (5+ states)
4. Previous experience in payroll audit preparation and compliance testing
5. Knowledge of union payroll requirements and collective bargaining agreements
6. Experience with payroll implementation or system conversions
7. Background in payroll for hourly workforce with complex overtime calculations
8. Familiarity with HRIS systems and integration with payroll modules
9. Experience processing payroll for 1000+ employees
10. Understanding of workers' compensation payroll reporting requirements
Bonus Skills
1. Bilingual in Spanish and English for employee communication
2. Experience with international payroll processing
3. Advanced Excel skills including macros and automation
4. Knowledge of SAP SuccessFactors or Workday payroll modules
5. Experience with payroll process improvement and automation projects
6. Understanding of SOX compliance requirements for payroll
7. Previous experience training junior payroll staff
8. Knowledge of tip credit calculations and restaurant industry payroll
9. Experience with expatriate payroll and tax equalization
10. Proficiency in creating custom payroll reports and analytics
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