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Payroll Coordinator Job Description
  • Publish: June 11, 2021
  • Author: Matt
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Payroll Coordinator Job Description

A Payroll Coordinator deals with all payroll-related functions in an organization on a daily, weekly and monthly basis. Typically working in a team and reporting to a Payroll Supervisor, the Payroll Coordinator requires the following skills and attributes:

  1. Accounting background
  2. Excellent computer literacy
  3. Knowledge of all major payroll software packages
  4. Knowledge of tax requirements and deduction policies
  5. Total attention to detail
  6. Expert numerical literacy
  7. Ability to work to deadlines

A Payroll Coordinator, in addition to running the payroll function in an organization, will often have to answer payroll-related queries, handle discrepancies, manage leave allocations and remain abreast of any legislative changes.

While not a management position, the Payroll Coordinator’s job is of vital importance in an organization, given the level of detail focus required and the financial amounts involved.

Similar Job Titles:

Payroll Specialist, Payroll Clerk, Payroll Processor

What Does a Payroll Coordinator Typically Do?

A Payroll Coordinator runs the entire payroll process in a department or organization. This involves all aspects of remuneration for staff, whether casual, part-time or full-time.

The tasks a Payroll Coordinator may perform typically include:

  1. Creating, maintaining and updating employee records
  2. Collecting timesheets and work records
  3. Tracking leave taken and remaining
  4. Calculating benefits, commission, bonuses and other emoluments
  5. Calculating the payroll
  6. Preparing payslips or statements of earnings, taxes and deductions
  7. Distributing the payroll
  8. Reviewing payroll actuals versus budget
  9. Ensuring compliance with company policy and legislation
  10. Preparing payroll reports for audits and for management

Creating, Maintaining and Updating Employee Records

All employees, whether casual, part-time, or full-time must be recorded on the system, together with contact details, payment methods, tax details, and any other information required by legislation. This task is typically performed by a junior role in the HR department, but may fall upon the Payroll Coordinator in certain organizations. 

Collecting Timesheets and Work Records

Timesheets and work records are often automated through a biometric clocking system, but some organizations still use physical timesheets to log hours. Physical work records will normally be collected from employees by their supervisors or managers, but the Payroll Coordinator must collate all the data, file it, and ensure it is complete and accurate.

Tracking Leave Taken and Remaining

All leave taken and remaining, including paid, unpaid, sick, and emergency leave, must be tracked and kept up to date on the payroll system. Similarly, any long-service leave increments must be captured and maintained.

Calculating Benefits, Overtime, Commission, and Bonuses

The Payroll Coordinator must ensure all monies due other than standard wages or salaries are calculated and inputted into the payroll system before each payroll run.

Calculating the Payroll

This will, in most cases, be automatic, but all invoices must be cross-checked and verified before payment.

Preparing Payslips or Statements of Earnings, Taxes and Deductions

All employee payment records for each payment period must be prepared and verified. This involves creating payslips, reconciling the amounts quoted against payment records, and printing the payslips for distribution to employees.

Distributing the Payroll

The Payroll Coordinator must ensure and verify the correct payments are made to the correct recipients, and on time. This will mostly be by electronic transfer but some employees may also require checks to be delivered.

Reviewing Payroll Actuals Versus Budget

The Payroll Coordinator cross-checks that payroll actuals are in line with budgets and ensures the Finance Department can track cash flow accurately. The cross-check helps identify any errors in payments to staff, and should include root-cause analysis to ensure mistakes are rectified and do not re-occur. The process of cross-checking also enables finance to accurately plan and forecast cash flow requirements.

Ensuring Compliance With Company Policy and Legislation

The Payroll Coordinator is responsible for regularly checking that systems for calculating payments, as well as the payments themselves, comply with company policy and with the relevant legislation. It is also periodically necessary to check for changes in the legislative environment and update the processes accordingly.

Preparing Payroll Reports for Audits and for Management

Weekly and monthly payroll tracking must be collated and presented to management to allow management reports to accurately reflect actuals. In addition, these reports must be formatted in such a way as to satisfy auditing requirements.

The role of Payroll Coordinator demands perfectionism, dedication and a love of detailed process.

Roles a Payroll Coordinator typically collaborates with

A Payroll Coordinator works closely with the following positions: 

Collaborative Roles
Sales ManagerMarketing ManagerManaging Director
HR ManagerFinance ManagerPayroll Manager
Production ManagerPayroll AccountantHR Operations Manager

Payroll Coordinator Salary

The national average salary for a Payroll Coordinator will typically be between $53,000 and $65,000 per annum in the U.S. The median is around $56,000  

What is the Payroll Coordinator Pay Difference by Location?

Average salaries for a Payroll Coordinator differ by location as follows:

CityAverage Salary
San Francisco, CA$70,000
Seattle, WA$61,200
Denver, CO$56,700
Austin, TX$55,100
Washington, DC$62,400
Milwaukee, WI$55,400
Boston, MA$63,100
New York, NY$67,400

What is the Payroll Coordinator Pay Difference by Experience?

Depending on experience, pay will vary as follows:

Experience LevelAverage Salary
< 1 year$55,873
1-4 years$56,878
5-9 years$56,878
10-19 years$56,878
20+ years$56,878

Payroll Coordinator Job Description Template

[Company Name] is looking for a tenacious, dedicated and reliable Payroll Coordinator with an accounting background to assist us with payroll duties.

As a Payroll Coordinator with [Company Name] you will be responsible for the end-to-end running of our payroll.  Reporting to the Payroll Manager, you will ensure all remuneration is calculated correctly and paid timeously.

You will be conscientious, meticulous, and you will strive for perfection in your work. [Company Name] prides itself on maintaining a happy team, and your role will be critical in that endeavor. 

Key Responsibilities

The Payroll Coordinator’s tasks will include, but are not limited to:

  • Maintaining accurate and complete employee records across the organization
  • Collating electronic timesheets and work records
  • Maintaining accurate leave taken and remaining records
  • Calculating weekly and monthly payroll
  • Preparing payment records and distribution payments
  • Preparing weekly and monthly payroll reports for management
  • Ensuring all payroll activities are and remain fully compliant with company policy and relevant legislation

Required Skill Set

The Payroll Coordinator should possess the following qualifications, skills and attributes:

  • Accounting diploma or equivalent experience
  • Expert knowledge of all major payroll software packages
  • Proven track record of detail focus and accuracy
  • Expert computer literacy
  • Ability to work under deadline pressure
  • Excellent administrative skills
  • Working knowledge of tax law, labor law and other relevant legislation
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