Payroll Specialist Job Description: Top Duties and Requirements

A Payroll Specialist, or Payroll Coordinator, is someone who helps a Payroll Manager to ensure that all employees within an organization are paid on time and correctly. A Payroll Specialist’s main responsibilities include processing monthly and annual bonuses, processing payroll for hourly and salaried employees, and generating invoices.

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Payroll Specialist duties and responsibilities

When writing a job description for a Payroll Specialist, it’s important to specify the role’s main functions. Some of the most important duties and responsibilities required by a Payroll Specialist include: 

  • Assembling reports of company earnings, taxes, deductions, leave, disability payments, and non-taxable wages
  • Preparing year-end employee tax slips or forms, and submitting government filings to meet deadlines
  • Maintaining confidential information by adhering to legal and ethical standards
  • Working with cross-functional stakeholders to ensure benefits and payroll services are delivered
  • Monitoring and analyzing expenses against the payroll budget to help prepare cost forecasts and budgets
  • Ensuring databases are set up and reflect the current employee base, including salaries, hourly wages, benefits, and pension percentages
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Payroll Specialist Job Description Examples:


Example 1

Coco Paving Inc. has an immediate full time permeant opportunity available for a *Senior Payroll Specialist. * Coco Paving is a division of the Coco Group, a vertically integrated heavy civil infrastructure and development company with over 50 years of expertise. Coco specializes in a wide range of heavy civil construction services and material products. In addition to the heavy civil construction company, Coco Group owns and operates a precast manufacturing facility (Co-Pipe Products), asphalt cement terminal (Coco Asphalt Engineering), portable concrete batch plants, and a number of pits, quarries and asphalt plants. Reporting to the Payroll Director, the Senior Payroll Specialist will play a key role in supporting the payroll department. The Senior Payroll Specialist will be responsible for a wide range of payroll functions related to seasonal employment of unionized and non-unionized hourly and salaried employees. Including but not limited to processing increases, deductions and year-end functions. *Responsibilities: * * Process in a timely and accurate manner the semi-monthly, bi-weekly, and weekly multi-provincial payrolls for over 3,000 employees using JD Edwards and Desjardins payroll systems. * Ensure that all payments, deductions, remittances and dues are accurate, submitted on time and are in accordance with the Federal and Provincial legislation. * Monitors, evaluates and implements software updates in the Synerion timekeeping system. * Prepares third party remittances and various payroll reports. * Validates, reviews and reconciles the hours from the timekeeping system to final pay register. * Process payout requests, adjustments, deductions, and garnishments as necessary * Process all new hires, terminations, and produce records of employment. * Assists with the preparation of payroll year-end, including employee T4’s and T2200 forms. * Performs other duties and special projects as assigned *Qualifications: * * University or College Diploma in Business or related field * PCP/CPM Designation (or working towards) * 7+ years of payroll administration experience, preferably with in-house payroll processing * Experience in Construction industry and/or unionized payroll is an asset * Time & Attendance experience using Synerion, Kronos, Timecards, etc. * Thorough knowledge of payroll processes including records of employment, CRA legislation, Collective Agreements, and garnishments * Team player, demonstrating the ability to develop and sustain cooperative working relationships with employees at all levels * Analytical, logical decision-making and problem solving skills * Ability to prioritize tasks based on importance and urgency * High attention to detail * Ability to communicate in a clear, confident, respectful, thorough and timely manner * Adapts quickly to changing priorities in a fast-paced environment * Ability to think strategically and provide with respect to best practices and process flow We offer competitive compensation, comprehensive benefits and pension package and the opportunity to work for a stable and growing company. If you’re a high energy, self-motivated individual who is willing to work hard in a team-oriented, challenging environment, this opportunity is suited for you. We thank all applicants for their interest however, only qualified candidates will be contacted. Coco Group is an equal opportunity employer and welcomes applications from individuals with disabilities. If contacted for a possible employment opportunity, please inform us of any accommodations that may be required. Job Types: Full-time, Permanent Benefits: * Dental care * Disability insurance * Employee assistance program * Extended health care * Life insurance * Paid time off * Vision care Schedule: * 8 hour shift COVID-19 considerations: Pandemic response plan is in effect and maintained with the current public health and legislative requirements. Daily health screening in effect. Experience: * payroll: 1 year (preferred)

Example 2

Family owned & run bookkeeping firm, operating for almost 50 years. Looking for someone to handle payroll for our clients, as well as general office/bookkeeping duties. Experienced candidates welcomed, however little to no experience is fine as well. * Must be a quick learner, computer literate, punctual & motivated. * English & French speaking. * $18-$21 per hour. (depending on experience) * Full-Time * Paid training. Looking forward to meeting all applicants. Thank you, The Progress Accounting Team Expected start date: 2022-02-02 Job Type: Full-time Salary: $18.00-$21.00 per hour Additional pay: * Overtime pay Schedule: * 8 hour shift * Monday to Friday COVID-19 considerations: All customers must wear a mask & sanitize upon entering office. We sanitize surfaces daily. Language: * English & French (preferred) Work remotely: * No

Example 3

*The role* Have you been looking for an opportunity to make a meaningful impact with your team and the businesses you support? Are you eager to expand your knowledge in a culture of collaborative growth? This is an exciting time to join our fast growing startup and play a key role in shaping who FrontierCFO becomes. Intrigued? Read on… FrontierCFO is looking to add a *Virtual Payroll Specialist* to support the payroll functions for emerging startups across Canada. With a focus on process building and accuracy, the Virtual Payroll Specialist provides crucial support in the design and delivery of payroll solutions for our clients. Communicating directly with clients as well as collaborating internally with the internal services team, this role is responsible for ensuring that changes affecting client financials and forecasting are appropriately captured. Key will include: - Payroll Management - processing payroll for multiple clients, ensuring information and administration are up to date, and all compliance requirements - Collaboration - working with the team to support payroll analysis and projections - Providing proactive client management as the first point of contact for payroll related questions and support information, including staying up to date on federal and provincial legislation impacting payroll - Helping clients select and implement various HR systems, supporting best practices and active use Who we’re looking for: - You’ll bring with you 2-4 years in payroll services, with 2+ years of additional relevant experience — ideally experiencing high growth in a remote environment. - You have an intuitive communication style with team members and clients that contributes to our culture of trust, respect, and reliability — especially when working remotely and asynchronously. - You have proficient knowledge of multiple payroll systems (such as Wagepoint, Rise, Payworks, Gusto, etc) and are always looking for ways to optimize efficiencies and minimize manual processes. - You have an uncanny ability to organize a high volume of data and information — while maintaining remarkable attention to detail and accuracy. - You self-manage your schedule, priorities and deadlines in a flexible way that aligns with your team. - You find meaning in working in a tight-knit team and thrive when collaborating with and learning from those around you. Job Type: Full-time Salary: $65,000.00 per year

Example 4

*Position Title: HRIS / Payroll Specialist* *Location: Winnipeg, MB* *Status: Full Time* *Start Date: Immediately* *Position Summary: * The HRIS/Payroll Specialist is responsible for ensuring the accurate and timely processing of bi-weekly and semi-monthly payrolls while maintaining compliance with current regulations/legislation and company policies. This role is responsible for the execution and administration of HRIS/ Payroll activities ensuring data integrity and reliability through reporting measures and audit procedures. *Primary Duties & Responsibilities: * * Execute payroll processes to ensure that all employees are paid accurately * Responsible to remain current with regulation/legislative changes with respect to payroll related areas, HR of any potential impacts resulting from these changes and implementing required changes * Administration and maintenance within the HRIS system * Performs year-end production, reconciliation and submission of reporting documents as required by legislation such as T4 slips and annual reporting * Ability to interpret and carryout processes related to pay as per various Collective Agreements * Respond professionally and in a timely fashion to enquiries from employees regarding concerns with their pay * Perform routine audit checks for data misalignment and inconsistencies * Compiles reports and analyzes data as required * Participates in requirement gathering for system enhancements and upgrades * Assists in systems testing and training when required * Identify opportunities for improvement and standardization of current processes * Participate in special project initiatives * Other duties as required *Qualifications & Skills: * * Minimum 3 years of Payroll related experience * Knowledge of the methods, practices, principles and procedures involved in the preparation, calculation and processing of payroll required * Post-secondary education in Finance or Payroll * Payroll Compliance Practitioner (PCP) designation is considered an asset * Previous experience with a unionized environment * Ability to build strong working relationships with all levels of the organization * Strong work ethic with emphasis on confidentiality and professionalism * Exhibit discretion in handling confidential / sensitive information * Excellent computer skills (MS Office, Excel) * Knowledge of federal employment legislation as is pertains to payroll * Excellent communication, presentation, time management and organization skills * Must be able to obtain and maintain an Enhanced Security Clearance qualification _As a federally regulated company, Calm Air is required to comply with all federal mandates. In order to be compliant with the recently announced vaccination mandate, and to keep our safe, all employees will be required to be fully vaccinated against Covid-19 as a condition of employment._ *If this sounds like the job for you, contact us!* Calm Air International is an equal opportunity employer. We encourage interested applicants to submit a resume in confidence by *January 21, 2022.* We thank all those who apply, but only those selected for an interview will be contacted. Job Types: Full-time, Permanent Work remotely: * No

Example 5

*About Gatekeeper Systems Inc.* Gatekeeper Systems is a leading provider of high-resolution video security and safety systems for mobile applications. We design and manufacture a range of digital recorder products that utilize the latest embedded processors, video compression technologies and playback applications to meet the demanding needs of commercial and military market spaces. Visit our website at [website] to learn more about what we do. *About This Opportunity* The organization is located out of Gatekeeper's head office in Abbotsford, BC. We are expanding and are seeking a part-time to full-time Payroll Specialist with Human Resources experience for both our Canadian and US operations. We are looking for an individual that has a good work ethic, detailed-oriented team player who enjoys being part of a dynamic accounting team. We are looking for someone who is ready to hit the ground running and take ownership of their next roll. The candidate must be a Canadian resident. *HR & Payroll Responsibilities: * * Assist in recruiting and lead onboarding of new employees, for Abbotsford & USA locations, including creating job descriptions, posting job openings, screening & interviewing candidates and preparing offer letters * Provide expert advice on employee and labor relations issues, effective performance management, employment and labor laws, and government legislation * Execute all staff communications as necessary * Conduct exit interviews and analyze results * Adherence to all corporate policy guidelines relating to HR and payroll responsibilities. * Report deviations to direct reports for tracking and corrective actions. * Respond to all employee enquiries relating to employment and compensation * Prepare Canadian & US payroll using ADP. * Prepare sales commissions calculations and reports * Prepare, balance and post bi-weekly payroll journal entries, month end account reconciliations and accruals. * Manage employee benefit program. * Monthly reconciliation ADP and extended benefits to avoid discrepancies at year end (fiscal for audit, calendar for T4s). * Monthly reporting to Cnesst Revenu Quebec regarding annual filing (Patricia’s payroll). * Review on quarterly basis WCB corporate rates and reports processed by ADP to verify current balances for accuracy and variance avoidance. * Process, administer and control WCB claims. * Assist with year-end audits relating to payroll * Maintain employee files in a confidential and organized manner for both hard copy and electronic copy filing. * Must be available to answer calls regarding US Employment Surveys * E-Verify system for US payroll (train how to use the system in case if any of the customers needs it for their bids). System is created to validate US employees * Complete special projects and duties as requested *Minimum Qualifications* * Payroll Compliance Practitioner (PCP) designation or in process. * Minimum three years related experience in a similar role including previous use of ADP payroll systems * Experience within the manufacturing industry is an asset. * Proficient in MS Word, MS Outlook, and (MS Excel). * Experience in Syspro ERP accounting systems desirable. * Knowledge of payroll compliance, state, provincial and federal employment legislation for Canada and USA. * Highly detail-oriented with excellent oral and written communication skills. * Superior time management skills, multitasking skills, and the ability to prioritize tasks with minimal supervision. Reference ID: Payroll Specialist 2022-01-14 Part-time hours: 20-30 per week Job Types: Full-time, Part-time, Permanent Salary: $25.00-$28.00 per hour Benefits: * Dental care * Disability insurance * Extended health care * On-site parking * Paid time off * Vision care Schedule: * Monday to Friday Experience: * payroll: 3 years (preferred) Language: * English (preferred) Work remotely: * Temporarily due to COVID-19

What does a Payroll Specialist do?

A Payroll Specialist is mainly responsible for ensuring the payroll system runs smoothly and employees are paid the correct amount of money on time. They also ensure all regulatory and legislative compliance procedures related to payroll are performed correctly and accurately. In some cases, a Payroll Specialist may also communicate with employees to answer any questions they might have and resolve any issues through the telephone or by email. A Payroll Specialist may also need to notify employees of any issues with payments.

Payroll Specialist skills and qualifications

A successful Payroll Specialist candidate will have various prerequisite skills and qualifications required, including:

  • Excellent knowledge of finances including accounting principles and practices
  • Strong written and verbal communication skills
  • Ability to manage multiple projects or assignments at one time and ability to multi-task
  • Thorough research and problem-solving skills
  • Expert at meeting deadlines while maintaining compliance and regulatory standards
  • Capable of providing a balanced and common-sense approach to routine and complex issues
  • Excel at working well while under pressure

Payroll Specialist experience requirements

Payroll Specialist candidates should have at least two years of payroll administration experience within a Canadian payroll system. Ideal Payroll Specialist candidates will also have experience in a similar industry to your organization. 

Payroll Specialist education and training requirements

A candidate with a Bachelor’s degree in business, accounting, or a related field should be preferred for the position. An ideal candidate may also hold a four-year college diploma in a similar field. All candidates should possess a Certified Payroll Manager (CPM) designation and be up-to-date with all regulatory procedures.

Payroll Specialist salary expectations

According to Indeed Salaries, the average salary for a Payroll Specialist in Canada is $52,712 per year. The salary can vary depending on many factors including experience, location, or the company that is hiring.

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Payroll Specialist job description FAQs

What should you look for in a Payroll Specialist's resume?

When reviewing applicants for a Payroll Specialist role, the candidates should meet your experience, education, and training requirements. A successful candidate should list software they have previously used to perform any payroll tasks in their previous jobs. Ideal candidates will have training certifications to prove their experience with specific payroll software. A candidate should also list or be able to demonstrate how they stay up to date with any government or regulatory changes that may affect their role or the duties they perform on the job.

What qualities make a good Payroll Specialist?

A good Payroll Specialist needs to have excellent attention to detail and be thorough in their work. They also need to be able to analyze, prioritize, and work through all kinds of payroll administration problems that may appear on the job. This requires them to be good problem-solvers. They must also have an excellent understanding of the payroll system they’re working with. Additionally, a good Payroll Specialist can handle multiple tight deadlines while meeting regulatory requirements and without sacrificing accuracy.

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

Many of the duties between a Payroll Specialist and a Payroll Manager may overlap, depending on the business they are working in. However, the main difference between the two is that the Payroll Specialist is responsible for the department’s day-to-day tasks and duties. They will often perform more general tasks such as data input, analysis and reporting. On the other hand, a Payroll Manager is responsible for overseeing the entire department, handling complex issues, and creating new policies for the payroll department. A Payroll Specialist will report to a Payroll Manager.

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