How to Be Human Resources Payroll Specialist - Job Description, Skills, and Interview Questions

May 24, 2020 / 5 Minutes Read / By Albert

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The Human Resources Payroll Specialist plays a critical role in ensuring the accurate and timely payment of employee wages and benefits. This position is responsible for processing all payroll transactions for an organization, including salary payments, tax deductions, and other deductions. Without the expertise of a Human Resource Payroll Specialist, employers may be at risk of not properly complying with federal and state labor laws, resulting in costly fines and penalties.

employees may be faced with hardship due to late or inaccurate payments. Therefore, the expertise of Human Resources Payroll Specialists is essential to ensure the effective, efficient, and compliant administration of payroll processes.

Steps How to Become

Obtain a Bachelor's Degree. To become a Human Resources Payroll Specialist, you will need to earn a four-year bachelor's degree in human resources, accounting, or a related field.
Complete an Internship. Most employers prefer to hire those with previous experience in the field. You may be able to gain experience through an internship with a human resources department.
Obtain Professional Certification. Some employers may prefer to hire a payroll specialist with professional certification. The American Payroll Association offers a Certified Payroll Professional (CPP) designation, which requires passing an exam.
Gain Experience. Once you've completed your education and internship, you can begin applying for Human Resources Payroll Specialist positions. You should be prepared to demonstrate your knowledge of payroll systems and processes, as well as your ability to manage payroll data and ensure accuracy.
Pursue Additional Certifications. To stay competitive in the field, you may want to consider obtaining additional certifications, such as a Certified Payroll Manager (CPM) or Certified Payroll Administrator (CPA).

The demand for qualified Human Resources Payroll Specialists has grown significantly in recent years, as organizations increasingly rely on their expertise to handle payroll-related tasks and ensure compliance with federal and state laws. To become a skilled and qualified Human Resources Payroll Specialist, individuals must possess a combination of both technical and communication skills. Technical skills include a working knowledge of payroll systems, payroll processing, taxation laws, and accounting principles.

Communication skills involve the ability to effectively communicate and problem-solve with co-workers, supervisors, and other stakeholders. Human Resources Payroll Specialists must be organized and have the ability to manage multiple tasks simultaneously. Without these skills, it is difficult for individuals to become successful in the Human Resources Payroll Specialist field.

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Job Description

Maintain payroll records and process payroll in a timely and accurate manner.
Ensure compliance with all applicable federal, state, and local laws and regulations.
Reconcile payroll accounts and prepare adjustment entries to the general ledger.
Prepare and submit payroll taxes, including federal, state, and local withholdings.
Maintain current knowledge of changes to payroll laws and regulations.
Assist with the recruitment, training, and onboarding of new employees.
Develop and maintain accurate employee records in payroll systems and databases.
Respond to employee inquiries regarding payroll, benefits, and other compensation issues.
Create payroll reports for management review and analysis.
Act as a liaison between employees and benefits providers.
Manage payroll projects and initiatives as assigned.

Skills and Competencies to Have

Knowledge of payroll and HR laws and regulations
Expertise in payroll processing, including calculating and auditing employee wages, deductions, and taxes
Experience with payroll systems, including software and database programming
Excellent organizational and time management skills
Ability to maintain confidentiality and handle sensitive information
Strong problem-solving and decision-making skills
Excellent communication skills, both verbal and written
Proficient in Microsoft Office applications
Ability to work independently and as part of a team
Outstanding customer service skills

Having strong communication skills is an essential requirement for Human Resources Payroll Specialists. With the ability to effectively communicate with others, the specialist can ensure that payroll processes are completed accurately and on time. This includes communicating clearly with all relevant parties, such as employees, managers, and other stakeholders, to ensure that all payroll information is accurate and up-to-date.

having strong organizational skills helps the specialist to stay on top of deadlines and keep track of payroll information and paperwork. Being able to work well under pressure and maintain a high level of accuracy during busy times is also important. Finally, the Human Resources Payroll Specialist must have a deep understanding of relevant laws and regulations in order to ensure compliance.

Having these skills in place can help to ensure efficient and error-free payroll processing, which is essential for any organization to run smoothly.

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Frequent Interview Questions

What experience do you have with payroll processing?
What technologies have you used for payroll management?
How would you handle an employee who is not satisfied with their pay rate?
How do you stay up-to-date on changing payroll laws and regulations?
How have you handled complex payroll calculations in the past?
Describe a time when you identified and corrected a payroll error.
What processes do you use to ensure accuracy of payroll data?
How do you handle difficult conversations with employees regarding payroll issues?
What strategies do you use to maintain confidentiality of payroll documents?
How do you ensure timely and accurate payroll processing?

Common Tools in Industry

HRIS System. Human Resources Information System used to manage employee records, track payroll, and generate reports. (Example: ADP Workforce Now)
Time Tracking Software. A system used to record and track employee hours worked. (Example: TSheets)
Payroll Software. Software used to calculate, manage, and process payroll transactions. (Example: QuickBooks Payroll)
Benefits Administration System. A platform used to manage employee benefits such as health insurance and retirement plans. (Example: Zenefits)
Tax Reporting Software. Software used to generate and submit payroll tax forms to the IRS and other regulatory agencies. (Example: Intuit Payroll Tax)

Professional Organizations to Know

American Payroll Association (APA)
Society for Human Resource Management (SHRM)
International Foundation of Employee Benefit Plans (IFEBP)
International Public Management Association for Human Resources (IPMA-HR)
WorldatWork
National Payroll Reporting Consortium (NPRC)
American Management Association (AMA)
National Association of Professional Background Screeners (NAPBS)
International Association of Human Resource Information Management (IHRIM)
National Human Resources Association (NHRA)

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Common Important Terms

Payroll. A payroll is the process of distributing wages and salary to employees after deductions have been made. It also involves the calculation of taxes and other deductions.
Benefits Administration. Benefits administration is the process of managing employee benefits programs such as health insurance, retirement plans, and vacation time.
Human Resources Management. Human resources management is the practice of managing people in an organization. It involves recruiting, hiring, training, and developing employees.
Employee Relations. Employee relations is the process of managing the relationships between employers and their employees. It includes communication, conflict resolution, and the management of employee grievances.
Performance Management. Performance management is the process of assessing employee performance against established goals and expectations. It includes setting goals, providing feedback, and rewarding employees for meeting or exceeding expectations.
Labor Laws. Labor laws are laws that govern employment-related matters such as wages, hours, working conditions, and employee rights.
Tax Compliance. Tax compliance is ensuring that a company complies with applicable tax laws and regulations. This includes filing taxes on time, filing accurate returns, and paying taxes owed.

Frequently Asked Questions

What qualifications are needed to become a Human Resources Payroll Specialist?

To become a Human Resources Payroll Specialist, you typically need a minimum of a high school diploma or GED, knowledge of payroll and accounting software, and experience in payroll and accounting.

What tasks does a Human Resources Payroll Specialist complete?

Tasks completed by a Human Resources Payroll Specialist include entering payroll information into the system, creating paychecks, calculating deductions, reconciling bank statements, preparing payroll reports, and filing payroll taxes.

What is the average salary for a Human Resources Payroll Specialist?

The average salary for a Human Resources Payroll Specialist is approximately $45,000 per year.

What organizations hire Human Resources Payroll Specialists?

Organizations that typically hire Human Resources Payroll Specialists include businesses, government agencies, and accounting firms.

What are some skills a Human Resources Payroll Specialist should possess?

Skills a Human Resources Payroll Specialist should possess include excellent communication, attention to detail, problem solving, accuracy, organization, and customer service.