How to hire a payroll officer

How to hire a payroll officer, step by step

Here's a step-by-step payroll officer hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a payroll officer job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new payroll officer
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   First, determine the employments status of the payroll officer you need to hire. Certain payroll officer roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   Hiring the perfect payroll officer also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   Here's a comparison of payroll officer salaries for various roles:

   Type of Payroll Officer	Description	Hourly rate
   Payroll Officer	Financial clerks do administrative work for many types of organizations. They keep records, help customers, and carry out financial transactions.	$14-31
   Timekeeper	A Timekeeper works in various industries and organizations and is typically hired as the acting liaison between payroll coordinators and employees. This is to make sure the pay distribution process runs smoothly... Show more	$14-33
   Payroll Analyst	A payroll analyst is primarily in charge of overseeing a company's payroll processes and transactions, ensuring efficiency and timeliness. Their responsibilities typically revolve around coordinating with human resources for accurate and complete timesheets and employee data, managing calendars and schedules, calculating wages and deductions, and performing consistent audits... Show more	$18-35

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Payroll System
   • Calculation
   • Payroll Data
   • Direct Deposits
   • ADP
   • Process Payroll
   • Financial Reports
   • Payroll Policies
   • Manual Checks
   • Journal Entries
   • Payroll Reports
   • Human Resources
   • General Ledger
   • W-2

   Check all skills

   Responsibilities:

   • Manage employee drug and background screenings, train new hires and verify I9 information.
   • Process w2 amendments and review LODI reports for accuracy to ensure length of approval.
   • Set up and maintain benefit accrual reports (vacation, sick and 401k) in ADP.
   • Maintain and update employee data, enter and audit personnel and payroll documents in ADP system.
   • Produce and process bi-weekly and quarterly tax files as well as assisted in distribution of W2's and year-end tax files.
   • Maintain detailed records of employment, and provide spreadsheets/data of all payroll functions-for audit purposes in accordance with statutory requirements.

3. Make a budget

   Including a salary range in your payroll officer job description is one of the best ways to attract top talent. A payroll officer can vary based on:

   • Location. For example, payroll officers' average salary in south carolina is 45% less than in connecticut.
   • Seniority. Entry-level payroll officers 52% less than senior-level payroll officers.
   • Certifications. A payroll officer with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a payroll officer's salary.

   Average payroll officer salary

   $45,587yearly

   $21.92 hourly rate

   ---

   Entry-level payroll officer salary

   $31,000 yearly salary

   Updated December 26, 2025

4. Writing a payroll officer job description

   A payroll officer job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a payroll officer job description:

   Payroll officer job description example

   What's so special about Bear Valley?
   
   Bear Valley is a premier mountain destination getaway for winter and summer recreation and adventure, conveniently located with many great opportunities to become a member of our team. Bear Valley is a guest-oriented resort that offers team members many opportunities for growth and development within the company. We provide a fun and exciting workplace in a stimulating environment already known for its Pure Mountain Fun. Read on to discover why Bear Valley is the perfect place to bring your skills and abilities this winter.
   
   Job Description
   
   + Maintain all payroll functions including time clocks, data entry, payroll deductions, and issuing checks.
   
   + Track employee benefits based on hours of service including PTO.
   
   + Work closely with Human Resources department to maintain processes that support the timely and accurate documentation of all compensation activities.
   
   + Respond to requests from Human Resources and managers for employee information.
   
   + Ensure payroll service provider (i.e. ADP) makes necessary filings and payments in an accurate and timely manner.
   
   + Interact with department budget managers on proper pay practices and approval of employee forms.
   
   + Print and distribute biweekly, monthly, quarterly, annual, and ad hoc reports.
   
   + Maintain procedure manuals for all major areas of responsibility.
   
   + Assist with month-end close,
   
   + Prepare and enter journal entries as requested.
   
   + Perform year-end tasks including ensuring the accuracy of employee W-2 forms, and prepare all payroll tax filings in appropriate jurisdictions.
   
   + Prepare account analysis and reconciliations as requested.
   
   + Maintain files and documentation thoroughly and accurately, in accordance with company policy and general accepted accounting practices.
   
   + Identify and recommend process improvements
   
   + Assist other departments during peak seasons as needed
   
   + Other tasks and projects as assigned.
   
   KEY RESULT AREAS
   
   + Payroll processing, administration, and accounting
   
   KEY RELATIONSHIPS
   
   + Director of Finance
   
   + Accounting Manager
   
   + Director of Human Resources
   
   + Accounting Support Personnel
   
   + All department managers and supervisors
   
   + Associates Degree and/or a minimum of five years payroll experience preferred
   
   + Strong written and verbal communication skills. Ability to communicate with all levels of management and staff.
   
   + Excellent interpersonal and customer service skills.
   
   + Strong organizational skills with attention to detail, documentation and process and ability to prioritize.
   
   + High level of integrity when dealing with sensitive and confidential information / matters.
   
   + Ability to effectively work in a team environment, as well as a capacity to work independently with minimal direct supervision in regards to routine processes
   
   + Strong computer skills including Microsoft Office, ADP, and JDE
   
   + Aptitude to understand basic accounting (including journal entries, general ledger, reconciliations)
   
   + Ability to identify potential problematic issues, communicate these issues to supervisor and participate in the resolution of the problem
   
   + Work in a winter environment where travel to and from work can be difficult
   
   + If you're applying for a position that requires you to handle cash, work extensively with children or you are given keys/security codes to facilities, you will be subject to a background check.

   Copy this example

   

5. Post your job

   There are a few common ways to find payroll officers for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   To find payroll officer candidates, you can consider the following options:

   • Post your job opening on Zippia or other job search websites.
   • Use niche websites that focus on engineering and technology jobs, such as efinancialcareers, financialjobsweb.com, careerbank, financial job bank.
   • Post your job on free job posting websites.

6. Interview candidates

   During your first interview to recruit payroll officers, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new payroll officer

   Once you've decided on a perfect payroll officer candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   Once that's done, you can draft an onboarding schedule for the new payroll officer. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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