Payroll specialist vs payroll representative

The differences between payroll specialists and payroll representatives can be seen in a few details. Each job has different responsibilities and duties. It typically takes 2-4 years to become both a payroll specialist and a payroll representative. Additionally, a payroll specialist has an average salary of $46,462, which is higher than the $45,054 average annual salary of a payroll representative.

The top three skills for a payroll specialist include customer service, data entry and payroll data. The most important skills for a payroll representative are data entry, payroll data, and payroll system.

Payroll specialist vs payroll representative overview

	Payroll Specialist	Payroll Representative
Yearly salary	$46,462	$45,054
Hourly rate	$22.34	$21.66
Growth rate	-3%	-3%
Number of jobs	6,609	6,076
Job satisfaction	-	-
Most common degree	Bachelor's Degree, 48%	Bachelor's Degree, 50%
Average age	48	48
Years of experience	4	4

What does a payroll specialist do?

It is the primary duty of a payroll specialist to process payroll and maintain an accurate record of the personnel database and ensure employees are paid on time. Payroll specialists are in charge of addressing and resolving employee complaints regarding wages. Also, they manage the company's budget and expenses and prepare reports for the relevant departments. Those with a bachelor's degree in business or accounting are preferred to get the job. Candidates with related job experience and strong knowledge of tax, wage laws, and a good understanding of standard fiscal procedures are highly qualified for the position.

What does a payroll representative do?

A payroll representative typically works in a company's human resources department, where their role focuses on processing payrolls and assisting employees. Although the extent of their duties depends on their company or industry of employment, it often includes answering employee inquiries about salaries and benefits, preparing and processing requests, and resolving issues and concerns. Moreover, a payroll representative is also responsible for tracking employee work hours, updating databases, and maintaining an active communication line with team members for a smooth and efficient workflow.

Payroll specialist vs payroll representative salary

Payroll specialists and payroll representatives have different pay scales, as shown below.

	Payroll Specialist	Payroll Representative
Average salary	$46,462	$45,054
Salary range	Between $34,000 And $61,000	Between $31,000 And $63,000
Highest paying City	Washington, DC	Hartford, CT
Highest paying state	Connecticut	New Jersey
Best paying company	Cambridge Associates	ABB
Best paying industry	Technology	Health Care

Differences between payroll specialist and payroll representative education

There are a few differences between a payroll specialist and a payroll representative in terms of educational background:

	Payroll Specialist	Payroll Representative
Most common degree	Bachelor's Degree, 48%	Bachelor's Degree, 50%
Most common major	Business	Business
Most common college	University of Pennsylvania	University of Pennsylvania

Payroll specialist vs payroll representative demographics

Here are the differences between payroll specialists' and payroll representatives' demographics:

	Payroll Specialist	Payroll Representative
Average age	48	48
Gender ratio	Male, 17.3% Female, 82.7%	Male, 19.5% Female, 80.5%
Race ratio	Black or African American, 9.8% Unknown, 6.1% Hispanic or Latino, 18.2% Asian, 6.0% White, 58.5% American Indian and Alaska Native, 1.5%	Black or African American, 9.5% Unknown, 6.1% Hispanic or Latino, 18.8% Asian, 6.1% White, 58.0% American Indian and Alaska Native, 1.5%
LGBT Percentage	10%	10%

Differences between payroll specialist and payroll representative duties and responsibilities

Payroll specialist example responsibilities.

Manage a bi-weekly payroll in accordance with establish processes, including auditing timekeeping records for compliance with establish standards and policies.
Handle all FMLA, insurance, employee benefits and processing the payroll on bi-weekly bases through the KRONOS timekeeping system.
Utilize KRONOS for timekeeping and to administer security access.
Prepare payroll journal entry and provide guidance in general ledger reconciliations pertaining to payroll general ledger accounts and labor expense distribution
Establish new hires in the KRONOS timekeeping system and provide guidance and assistance to associates to communicate their responsibilities regarding payroll/timekeeping.
Input employee data into Lawson payroll program while using the utmost integrity to keep information confidential.

Payroll representative example responsibilities.

Initial set up of associates and day to day processes within Kronos
Field and answer employee payroll questions, assisting staff with determining quota balances, union contract terms, and proper timekeeping.
Prepare tax reports and reconciliations.
Provide individual assistance with timekeeping system as needed.
Compile and provide earning statements while utilizing PeopleSoft and excel spreadsheets.
Prepare and analyze payroll management reports for supervisors and managers, utilizing PeopleSoft reporting.

Payroll specialist vs payroll representative skills

Common payroll specialist skills

Customer Service, 13%
Data Entry, 7%
Payroll Data, 5%
Human Resources, 4%
ADP Workforce, 4%
Kronos, 3%

Common payroll representative skills

Data Entry, 7%
Payroll Data, 7%
Payroll System, 6%
Human Resources, 6%
Kronos, 4%
Customer Service, 4%

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Payroll Specialist
Payroll Specialist vs Payroll Representative

Updated January 8, 2025

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