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Payroll Specialist job description provides a free database of job descriptions.  Whether you are writing a job description, need to better understand a job, or are thinking abut your career, is for you

Job Summary

Main responsibilities-Payroll Specialist job description

Payroll Specialist job description  -Main responsibilities [cont]

Knowledge, Skills and Abilities-Payroll Specialist job description

The main job of Payroll Specialist is for the purpose/s of processing all phases of payroll and

accounts payable; responding to complex and unusual payroll and accounts payable issues and computations in conformance with mandated requirements; and maintaining confidential employee payroll records.

Payroll Specialist job description



1. Demonstrates ability in management of business affairs.

2. A high school education with some work beyond high school in accounting.

3. Demonstrates competence in the use of data processing equipment, business machines and in the tasks assigned.

4. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.


Skills, Knowledge and Abilities

SKILLS are required to perform multiple, non-technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and developing effective working relationships.


KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge required to satisfactorily perform the functions of the job includes: accounting/bookkeeping principles; business telephone etiquette; and concepts of grammar and punctuation.


















ABILITY is required to schedule activities and/or meetings; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; analyze data utilizing a variety of complex processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with data of widely varied types and/or purposes; and utilize specific, job-related equipment. In working with others, some problem solving may be required to identify issues and select action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; meeting deadlines and schedules; working as part of a team; and maintaining confidentiality.


Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; and monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the Organization’s services.



Organizes distribution of payroll (e.g. mail, pickup and/or delivery, etc.) for the purpose of ensuring payroll receipt in a timely manner in accordance with district guidelines.


Participates in meetings, workshops and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions.


Prepares paychecks for distribution for the purpose of ensuring accuracy of checks and timely receipt by employees.

Prepares written materials (e.g. reports, memos, letters, paychecks, deposit slips, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.


Processes payroll information (e.g. time sheets, withholding information, etc.) for the purpose of updating information and/or authorizing timely payment.



Processes utility bills for payment (e.g. enters data in computer, payment, statistical reports, etc.) for the purpose of updating information and/or authorizing timely payment.

Reconciles account balances for the purpose of maintaining accurate account balances and complying with related policies, practices and/or regulations.


Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit.


Assists auditors for the purpose of providing required information data, answers to questions, etc.

Assists in the interpretation of laws, rules, regulations and fiscal policies and procedures for the purpose of ensuring compliance with established regulations.


Audits a variety of payroll related information (e.g. time sheets, differentials, additional pay, additional deductions, docks, direct deposits, etc.) for the purpose of ensuring accurate distribution of funds and payroll.


Informs staff regarding a variety of procedures and program requirements for the purpose of administering payroll practices and ensuring compliance to established guidelines.

Maintains a variety of information (e.g. daily record of all checks signed, copying machine and copying records, etc.) for the purpose of purpose of providing an up-to-date reference and audit trail for compliance.


Monitors employee status (e.g. leave time, work location, etc.) for the purpose of ensuring accurate distribution of funds and payroll.