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Payroll Clerk Job Description: Top Duties and Requirements

A Payroll Clerk, or a Payroll Custodian, is responsible for completing regular payroll and benefits updates for employees within the company. Their main duties include issuing and verifying weekly pays, ensuring that appropriate deductions are made, and updating payroll data.

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Payroll Clerk duties and responsibilities

Here are some of the most common tasks a Payroll Clerk is expected to perform every day, in any industry:

  • Verify employee hours worked
  • Update salary information when employees receive a raise or bonus
  • Ensure all banking information for each employee is correct
  • Create supporting documentation such as payslips and tax forms
  • Create reports to manage payroll payments, deductions, and other regular modifications
  • Electronically submit all information to the bank so pays can be issued on time
  • Manage payroll errors and correct issues for employees
  • Balance yearly reports and resolve bank statements every month
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Payroll Clerk skills and qualifications

A Payroll Clerk is a critical part of an organization. They are responsible for ensuring that everyone receives their pay on time. A successful Payroll Clerk candidate will usually have skills and qualifications including:

  • Ability to be organized with a strong eye for detail
  • Excellent time management skills
  • Outstanding accounting and reporting skills
  • Strong communication and customer service skills, both verbal and written
  • Strong data processing skills
  • Excellent analytical skills

What does a Payroll Clerk do?

A Payroll Clerk ensures each employee is paid every pay cycle. They are responsible for approving all information in the payroll system, such as employee salary, hours worked, benefits, privileges, and bonuses. They verify employee attendance and make all necessary tax deductions. Additionally, Payroll Clerks prepare payslips, records of employment, and tax forms. They are usually required to perform their duties via a digital system, but some smaller companies may still require a Payroll Officer to complete manual verifications for weekly pays and issue cheques accordingly.

Payroll Clerk experience requirements

A Payroll Clerk does not necessarily need experience in the payroll field. However, a successful candidate should have some experience as an Office Clerk. Experience in human resources is also an asset to this position. A senior-level Payroll Clerk will require a minimum of five to seven years of experience, particularly if they are to be managing a team as well.

Payroll Clerk education and training requirements

A Payroll Clerk is required to have a secondary school education. Candidates with a college degree in accounting, bookkeeping, payroll management, or business administration are considered a strong asset. In large companies with multi-level payroll positions, candidates may need to hold a Canadian Payroll Association certification.

Payroll Clerk salary expectations

According to Indeed Salaries, the average Payroll Clerk in Canada earns a salary of $22.71 per hour. This may vary based on geographical location, type of industry, the size of the corporation, and the candidate’s level of experience and education.

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Payroll Clerk job description FAQs

What is the difference between a Payroll Clerk and a Payroll Specialist?

A Payroll Clerk may work under a Supervisor within a payroll department. They manage the day-to-day payroll duties, such as entering employee information into the system and making the correct payroll deductions, like taxes and insurance. A Payroll Specialist has more experience and normally oversees a team of Payroll Clerks. They may also have additional responsibilities, especially when it comes to creating and managing government documentation and other payroll documents.

What qualities make a good Payroll Clerk?

A Payroll Clerk is someone who is very familiar with payroll and accounting software programs. An ability to stay organized and keep excellent records is critical. Some good qualities to look for in a successful candidate are professionalism, a proven ability to maintain confidentiality, honesty, and a team player. In some situations, a Payroll Clerk will be required to work with a team, as well as communicate regularly with other employees. Excellent interpersonal skills are an asset.

Who does a Payroll Clerk report to?

Depending on the size of the company, a Payroll Clerk may report to several different people. In some cases, the Payroll Clerk will report to the Payroll Specialist or Payroll Manager. They may also report to the General Office Manager, or to the Human Resources department. In smaller companies, the Payroll Manager may report directly to the Vice-President.

What makes a Payroll Clerk job description stand out?

A good job description that attracts the attention of the top Payroll Clerk candidates should provide adequate detail on the experience requirements and daily duties like balancing monthly reports, verifying earning statements, and verifying forms for pension plans or medical insurance. Additionally, it should include the mention of a competitive salary and any additional employee benefits or privileges.

Job Description Examples

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