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Payroll secretary skills for your resume and career

Updated January 8, 2025

3 min read

Quoted experts

Allison White,

Allison White

Below we've compiled a list of the most critical payroll secretary skills. We ranked the top skills for payroll secretaries based on the percentage of resumes they appeared on. For example, 12.6% of payroll secretary resumes contained purchase orders as a skill. Continue reading to find out what skills a payroll secretary needs to be successful in the workplace.

15 payroll secretary skills for your resume and career

1. Purchase Orders

Here's how payroll secretaries use purchase orders:

Manage all purchase orders and requisitions; place orders for supplies, equipment and services, and insure timely payments.
Conducted data entry and assisted in accounts receivable and purchase orders.

2. Payroll System

Here's how payroll secretaries use payroll system:

Recognize programming errors in Personal Payroll System.
Processed payroll for 150 employees weekly and entered into the Database Payroll System

3. Office Equipment

Here's how payroll secretaries use office equipment:

Maintained recurring internal reports, such as time and leave records, office equipment listings, correspondence controls and training plans.
Perform all aspects of secretarial duties and proficient in all office equipment.

4. Scheduling Appointments

Scheduling appointments is the practice of finding a free slot with the person(s) you want to meet. The process of scheduling appointments involves finding mutually free time, negotiating follow-ups, sending reminders, and creating new appointments. Scheduling appointments is important to ensure that the timings of consecutive meetings do not clash with each other.

Here's how payroll secretaries use scheduling appointments:

Performed basic office duties such as taking messages, scheduling appointments, typing, etc.
Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments.

5. QuickBooks

Here's how payroll secretaries use quickbooks:

Used QuickBooks Pro, Microsoft Office.
Generate contracts for Sub-contractors Enter payroll into QuickBooks online payroll Open/sorted mail Answer phones and send emails

6. Payroll Data

Here's how payroll secretaries use payroll data:

Prepared payroll for schools as needed; input payroll data; create and maintain payroll files; update payroll as needed.
Completed reports needed from payroll data for other departments; prepare and process leaves request for all employees.

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7. Payroll Processing

Here's how payroll secretaries use payroll processing:

Prepared payroll for payroll processing company.
Developed and implemented employee database including payroll status, hourly salaries, and current certifications to decrease payroll processing time.

8. HR

HR stands for human resources and is used to describe the set of people who work for a company or an organization. HR responsibilities revolve around updating employee records and carrying out management processes like planning, recruitment, evaluation, and selection processes. HR is a key contributor to any company or organization's growth as they are in charge of hiring the right employees, processing payrolls, conducting disciplinary actions, etc.

Here's how payroll secretaries use hr:

Assisted in 401(k) administration and maintenance of HR database
Developed and facilitated training to enable the Site Administrative Assistant and Payroll/Travel Clerk to perform HR Generalist responsibilities during my absence.

9. Wage Computation

Here's how payroll secretaries use wage computation:

Review time sheets, work charts, wage computation, and other information to detect and reconcile payroll discrepancies.

10. Per Diem

Per Diem means "per day" in Latin. This phrase is commonly used to define a substitute teacher's role, which is decided on a day-by-day basis. This may also define a teacher's or other employee's pay rate, which may be paid out based on the number of days worked instead of the number of hours.

Here's how payroll secretaries use per diem:

Enter payroll, per diem and per session into EIS.

11. W-2

A W-2 form is also known as the Wage and Tax Statement. An employer is required to send this document to each employee and the IRS (Internal Revenue Service) yearly. A W-2 details the employee's annual wages and the taxes deducted from their paychecks. This does not include self-employed or contracted workers, who file taxes with separate forms.

Here's how payroll secretaries use w-2:

Reconciled and filed annual W-2's and W-3 submission form and 1099 for contract personnel with 1096 submission form.
Balanced individual W-2 totals to federal identification numbers monthly.

12. Word Processing

Here's how payroll secretaries use word processing:

Performed in-depth word processing functions, including preparation of post-doctoral application documents, proofing and editing for executive committee review.
Assisted Administrative Officer with all clerical duties including correspondence, policies and reports utilizing various word processing programs.

13. Tax Reports

Here's how payroll secretaries use tax reports:

Maintain complete records of sales tickets and complete monthly sales tax reports.
Completed and submitted quarterly employment tax report and filing.

14. Multi-Line Phone System

Here's how payroll secretaries use multi-line phone system:

Performed reception duties and Operated Multi-Line phone system.
Answered Multi-Line phones using one-call resolution.

15. Bank Deposits

Any money that a customer chooses to leave with their bank account is a deposit. Deposits can vary in amounts and different banks have limits on the deposits their customers can have as a minimum. Banks charge customers for deposits especially when a teller is used by the customer to deposit money into their account.

Here's how payroll secretaries use bank deposits:

Billed clients, posted payments, and prepared bank deposits using Creative Solutions software.
Verified money receipts and made bank deposits.

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What skills help Payroll Secretaries find jobs?

Tell us what job you are looking for, we’ll show you what skills employers want.

What hard/technical skills are most important for payroll secretarys?

Allison White

Associate Professor, Ohio University

In addition to production software skills, including MS Outlook, Word, Excel, and PowerPoint, we often taught database skills using MS Access. Every employer has an employee database and a customer/client database that requires input and sometimes maintenance by office personnel. Keyboarding (65+ wpm), basic bookkeeping/accounting, and filing skills are a must.

What skills stand out on payroll secretary resumes?

Allison White

Associate Professor, Ohio University

Knowledge of spreadsheets software such as MS Excel is a commonly sought-after skill. Employers want word processing and spreadsheet skills but often say they want high school graduates and pay accordingly. These skills aren't always taught in high school. Those in the field should seek these skills. Additionally, medical and legal assistants have highly sought after. Terminology courses for these specialized areas are sometimes offered at the vocational schools but are usually offered at the post-secondary level.

What soft skills should all payroll secretarys possess?

Allison White

Associate Professor, Ohio University

Employers have told me repeatedly that soft skills are often the most important. They will ask for my reference after I've gotten to know a student and been able to identify their communication, problem-solving, and interpersonal skills. They want someone to take the initiative yet know when to ask questions. Customer service skills and confidentiality were also voiced by our internship supervisors. Verbal and non-verbal communication is a must. The applicant must be able to write well!!

Do you want to know more?

List of payroll secretary skills to add to your resume

The most important skills for a payroll secretary resume and required skills for a payroll secretary to have include:

Purchase Orders
Payroll System
Office Equipment
Scheduling Appointments
QuickBooks
Payroll Data
Payroll Processing
HR
Wage Computation

Per Diem
W-2
Word Processing
Tax Reports
Multi-Line Phone System
Bank Deposits
Telephone Calls
Bank Statements
Office Operations

Financial Reports
EIS
Payroll Issues
Fax Machines
Patient Charts
Direct Calls
Tax Returns
Payroll Taxes
DOE

Updated January 8, 2025

Zippia Team

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

Updated January 8, 2025

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