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If you’ve Googled “Payroll Assistant job description,” you’ve probably seen the same thing over and over: a bland list of bullet points, a vague company blurb, and a cold “apply here” at the bottom. The problem? Posts like that don’t just feel uninspired — they fail to connect with the kind of detail-oriented, trustworthy professionals you actually want in your payroll team.
A payroll assistant isn’t just someone who “processes paychecks.” They help keep your people paid accurately and on time, protect sensitive data, and ensure compliance with payroll laws — all while being a dependable, behind-the-scenes partner to HR and finance. That’s why a generic job description won’t cut it.
In this guide, we’ll walk through how to create a Payroll Assistant job post that actually attracts the right candidates. If you want the full deep-dive on writing job descriptions that convert, check out our full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/ here — but for now, let’s focus on making your payroll assistant role stand out in a sea of generic listings.
Build a winning team—without the hiring headache. WorkScreen helps you hire fast, confidently, and without second-guessing.
What a Payroll Assistant Actually Does
A Payroll Assistant supports the smooth, accurate, and timely processing of employee pay within a company. They work closely with the payroll manager or HR department to make sure salaries, wages, bonuses, and deductions are calculated correctly and in line with local laws and company policies.
In plain English? They’re the detail-oriented backbone of your payroll process. They keep the numbers straight, the records clean, and the deadlines met — so your team gets paid on time, every time.
A great payroll assistant is more than just “good with numbers.” They need discretion to handle sensitive employee data, precision to spot errors before they become problems, and communication skills to liaise with HR, finance, and employees about payroll questions.
When done well, this role helps build trust inside your company — because nothing says “we value you” like a correct, on-time paycheck.
Two Great Payroll Assistant Job Description Templates
Version 1 — Job Description For Experienced Payroll Assistant
📌 Job Title: Payroll Assistant — Keep 420+ Teammates Paid On-Time at Marigold Home & Garden
📍 Location: Columbus, OH (Hybrid: 3 days onsite)
🕒 Type: Full-Time
💰 Salary Range: $50,000–$62,000 + annual performance bonus
🧰 Tools: ADP Workforce Now, Deputy (time & attendance), Excel/Google Sheets
🎥 A quick hello from our Finance Director (2 min): (Insert Loom/YouTube link)
Who We Are
Marigold Home & Garden is a family-grown retail brand with 18 stores across 4 states, known for warm customer service and beautifully curated outdoor living essentials. With 420+ employees (hourly + salaried + seasonal), payroll accuracy is core to how we keep teams motivated and stores running smoothly. We’re proud of our low turnover and promote-from-within culture—and payroll is the quiet engine that makes that possible.
Our Culture
Practical, kind, and accountability-driven. We value clear communication, on-time delivery, and the little details that prevent big problems. When things get busy (holidays!), we rally and help each other win.
What You’ll Do
- Process bi-weekly payroll for 420+ employees across OH, IN, KY, and MI
- Validate timecards, OT, PTO, meal/rest breaks, and seasonal differentials
- Ensure multi-state tax, garnishments, and benefit deductions are accurate
- Maintain employee records (new hires, terminations, status changes)
- Support year-end activities (W-2s, audits, reconciliations)
- Triage payroll questions with empathy and documented follow-through
What We’re Looking For
- 2+ years payroll experience (multi-state preferred)
- Hands-on with ADP Workforce Now (or similar) and timekeeping systems
- Working knowledge of FLSA, state taxes, garnishments, and benefits deductions
- High integrity with confidential data; strong spreadsheets discipline
- Calm under deadlines; clear, friendly communication style
Perks & Benefits
- Medical, dental, vision + FSA/HSA options
- 401(k) with company match
- 15 days PTO + 7 paid holidays; employee discount at all stores
- Professional development stipend ($800/yr)
Why This Role Is a Great Fit
- You’ll handle real complexity (multi-state, seasonal workforces) and grow fast
- A stable, values-led company where accuracy is noticed and rewarded
- Direct mentorship from a Finance Director who invests in your development
Our Hiring Process
We review every application and reply within 10–14 days. Interviews are respectful and focused on real-world scenarios. Finalists complete a short, paid exercise (30–45 min) to showcase approach, not perfection.
📥 How to Apply: Apply via WorkScreen: [insert link here]
You’ll complete a brief, skills-based evaluation so we can understand your strengths beyond the resume.
Version 2 — Job Description For Entry-Level Payroll Assistant
📌 Job Title: Payroll Assistant (Training Provided) — Start Your Payroll Career at FreshFields Meal Kits
📍 Location: Austin, TX (Hybrid/flexible)
🕒 Type: Full-Time
💰 Salary Range: $42,000–$50,000 + quarterly team bonus
🧰 Tools: Gusto, QuickBooks, Google Workspace (we’ll train you)
🎥 A quick hello from our People Ops Lead (90 sec): (Insert Loom/YouTube link)
Who We Are
FreshFields Meal Kits helps busy families eat better with chef-designed, locally sourced meal kits delivered weekly. We’re a 90-person team growing quickly, and payroll is how we show our people we care—every week. If you’re organized, curious, and great with follow-through, we’ll teach you the rest.
Our Culture
Supportive, learning-focused, and mission-driven. We write things down, share context, and celebrate small wins. Mistakes are learning moments—own it, fix it, improve the system.
What You’ll Do
- Learn to process weekly payroll for hourly and salaried teams
- Review timecards, tips, shift premiums, and PTO entries
- Keep records tidy: new hires, pay changes, and terminations
- Answer payroll questions with clarity and empathy
- Partner with People Ops on onboarding and basic compliance tasks
What We’re Looking For
- Comfort with numbers and spreadsheets; no payroll experience required
- Detail-oriented, discreet, and accountable to deadlines
- Clear communicator who enjoys helping teammates
- Eager to learn payroll rules and tools—we’ll train you
Perks & Benefits
- Medical, dental, vision + mental health support
- 401(k) with 3% match after 6 months
- 12 days PTO + 8 paid holidays + free weekly meal kit
- $600/yr learning stipend (courses, books, certificates)
Why This Role Is a Great Fit
- Structured onboarding and hands-on mentorship to launch your payroll career
- Real ownership over processes that impact everyone’s week
- A friendly team where your growth is the point, not an afterthought
Our Hiring Process
We reply within 7–10 days. Interviews are remote-first and conversational. Finalists complete a paid 30-minute practical task focused on attention to detail and judgment.
📥 How to Apply: Apply via WorkScreen: [insert link here]
You’ll complete a short, fair evaluation so your potential doesn’t get lost behind a resume.
WorkScreen simplifies the hiring process, helping you quickly identify top talent while eliminating low-quality applications. By saving you countless hours and reducing the risk of bad hires, it empowers you to build a team that delivers results
Breakdown of Why These Payroll Assistant Job Posts Work
These two job descriptions aren’t just lists of duties — they’re structured to attract, connect with, and convert the right candidates. Here’s why they stand out:
1. The Job Titles Are Clear, Specific, and Contextual
Instead of a vague “Payroll Assistant” title, each role specifies the employer and key detail:
- Marigold Home & Garden version signals scale (“420+ teammates”) and complexity (multi-state payroll).
- FreshFields Meal Kits version signals entry-level opportunity and that training is provided.
A title that’s both specific and appealing draws in candidates who see themselves in the role.
2. The Video Element Adds Personality
Placing a short Loom or YouTube greeting right before “Who We Are” makes the company feel approachable and human. Candidates see a real person inviting them to apply, not just a faceless brand. This small touch can boost application rates from quality candidates.
3. Company Overviews Show Identity and Purpose
Rather than a bland “Company X is hiring…,” both examples highlight:
- What the company does
- Why payroll is important to them
- How the role fits into the bigger mission
This turns the job into something meaningful, not just a set of tasks.
4. The Culture Section Is Concrete, Not Cliché
Instead of generic lines like “We value teamwork,” both posts describe how teamwork shows up day-to-day. For example:
- Marigold: “When things get busy (holidays!), we rally and help each other win.”
- FreshFields: “Mistakes are learning moments — own it, fix it, improve the system.”
This helps candidates self-assess their fit.
5. Responsibilities Show Impact, Not Just Tasks
Each responsibility connects to an outcome:
- “Validate timecards… so multi-state tax and benefit deductions are accurate.”
- “Answer payroll questions with empathy and documented follow-through.”
It’s about why the task matters, not just what it is.
6. Perks & Benefits Are Separate from the Emotional Pitch
By listing perks in their own section, you make them easy to scan for practical decision-making. The “Why This Role Is a Great Fit” section then delivers the emotional case for joining. This combination hits both the head and the heart.
7. Transparent Hiring Process Builds Trust
Both examples clearly explain:
- Timeline for hearing back
- Whether the interview is remote or in-person
- That there’s a paid trial or exercise for finalists
This level of clarity reduces candidate anxiety and increases perceived fairness.
8. WorkScreen CTA Feels Natural
The apply link doesn’t just say “Apply here” — it explains the WorkScreen evaluation process and why it’s used (“fair evaluation,” “strengths beyond the resume”). This makes it sound like an advantage for the applicant, not just a hoop to jump through.
Bad Payroll Assistant Job Post Example — And Why It Fails
📌 Job Title: Payroll Assistant
📍 Location: Dallas, TX
🕒 Type: Full-Time
Job Summary
We are looking for a Payroll Assistant to process employee pay and maintain payroll records.
Responsibilities
- Process payroll
- Maintain records
- Assist with payroll issues
Requirements
- High school diploma
- 2 years of payroll experience
- Knowledge of payroll software
How to Apply
Send your resume to hr@company.com. Only shortlisted candidates will be contacted.
❌ Why This Job Post Falls Short
- The Job Title Is Too Generic
Just saying “Payroll Assistant” gives no clue about the company, scale, or why the role matters. - No Personality or Context
The summary could fit any company in any industry. There’s no sense of mission or company identity. - Responsibilities Are Too Vague
“Process payroll” could mean anything from 10 employees once a month to 1,000 employees weekly — there’s no detail to help candidates self-assess. - No Salary or Benefits Information
Without transparency, strong candidates may not even bother applying. - No Mention of Culture or Values
The post gives zero insight into the team environment or expectations beyond tasks. - Cold, Dismissive Hiring Process
“Only shortlisted candidates will be contacted” is impersonal and uninviting. - Zero Emotional Hook
There’s nothing here to make a candidate think, “This is the company I want to work for.”
Bonus Tips to Make Your Payroll Assistant Job Post Stand Out
Even with a solid structure, a few extra touches can push your job post from “good” to “can’t-miss.” These details help build trust, show you care about candidates, and make your company more appealing.
1. Add a Security & Privacy Notice
Reassure candidates that their information is safe. For example:
“We take the security and privacy of all applicants seriously. We will never ask for payment, banking details, or personal financial information during any part of the hiring process.”
This small line builds trust and reduces fears about job scams.
2. Mention Time Off & Flexibility
Payroll is deadline-driven, so mentioning flexibility is especially attractive. You could say:
“Enjoy up to 15 days of PTO, plus 2 floating holidays to use however you wish — so you can recharge and come back fresh.”
3. Highlight Training & Growth Opportunities
Even for experienced hires, career growth is a selling point. For example:
“We invest in growth. You’ll receive annual training credits and access to payroll compliance workshops to keep your skills sharp.”
4. Include a Short Video from a Team Member
Seeing a friendly face explaining why they enjoy the company can make all the difference. This could be:
- A 2–3 minute Loom from the hiring manager
- A quick clip of the team working together during a payroll run
- A welcome message from the finance or HR lead
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
5. Make the Application Process Feel Respectful
Outline timelines and keep applicants informed. Even just adding:
“We reply to every application within 10–14 days”
…immediately sets you apart from companies that leave candidates hanging.
A Quick Caution on Using AI for Payroll Assistant Job Descriptions
With AI tools everywhere (and even some ATS platforms offering “1-click job descriptions”), it’s tempting to let the software do the work. But here’s the truth: if you use AI blindly, you’ll end up with a generic, soulless post that attracts the wrong candidates.
Why You Shouldn’t Rely on AI Alone
- It produces generic content. Without specific input, AI churns out cookie-cutter language that doesn’t reflect your company.
- It attracts unqualified candidates. Generic posts draw “apply-to-everything” job seekers instead of detail-oriented payroll professionals.
- It hurts your brand. Your job post is often the first impression a candidate gets. A bland, AI-generated post says nothing about your culture or values.
The Right Way to Use AI
AI should be your assistant, not your replacement. Here’s how to make it work for you:
- Feed it the real details — not just “Write a Payroll Assistant job description.”
- Include:
- What your company does and why the role matters.
- The tone and values you want reflected.
- Specific perks, benefits, and salary range.
- Any must-have or nice-to-have skills.
- Your unique hiring process.
- What your company does and why the role matters.
- Example prompt:
“Help me write a Payroll Assistant job description for Marigold Home & Garden. We process payroll for 420+ employees across four states using ADP Workforce Now. Our culture is practical, kind, and accountability-driven. We offer 15 days PTO, 7 paid holidays, health/dental/vision insurance, and an $800/year professional development stipend. We want someone with 2+ years payroll experience, detail-oriented, and strong with spreadsheets. Please include a short, warm introduction, perks & benefits, and a respectful application process. The salary range is $50,000–$62,000. Here are a few notes I’ve written to get you started: [paste your notes]”
- Then, edit it — adjust the tone, add personal touches, and make sure it reads like you.
Used this way, AI becomes a polishing tool, helping you refine structure and clarity while keeping the post authentic and aligned with your brand.
Don’t let bad hires slow you down. WorkScreen helps you identify the right people—fast, easy, and stress-free.
Need a Quick Copy-Paste Payroll Assistant Job Description?
✅ Option 1: Culture-First Style (Warm & Human)
📌 Job Title: Payroll Assistant — Keeping Our Team Paid, Happy, and Supported at [Company Name]
📍 Location: [City, State] ([Remote/Hybrid/In-Person])
🕒 Type: [Full-Time/Part-Time]
💰 Salary Range: [$XX,XXX–$YY,YYY] + [bonus if applicable]
🎥 Meet Your Future Manager (1–2 min): [Insert Loom/YouTube link]
Who We Are
At [Company Name], paying people accurately and on time is more than an admin task — it’s a promise. We’re a [brief descriptor: e.g., multi-state retail brand / fast-growing services company / SaaS team] with [~employee count] employees. Our payroll team is the quiet engine that keeps everything running smoothly.
What You’ll Do
- Process [weekly/bi-weekly/monthly] payroll for [#] employees
- Validate timecards, OT, PTO, and deductions
- Ensure compliance with [federal/state/local] tax rules and company policies
- Maintain clean payroll records (new hires, pay changes, terminations)
- Respond to payroll questions with clarity and empathy
- Assist with [year-end forms/audits/reconciliations]
Requirements
- [X]+ years payroll or related experience ([or “entry-level welcome; training provided”])
- Familiarity with [payroll software, e.g., ADP/Gusto/Paychex] and spreadsheets
- High attention to detail and respect for confidentiality
- Clear communication and reliability under deadlines
- Nice to have: multi-state payroll, benefits deductions, garnishments
Perks & Benefits
- [Health, dental, vision]
- [PTO: e.g., 15 days] + [paid holidays]
- [401(k) with match / pension]
- [Learning stipend / certification support]
Why This Role Is a Great Fit
- You’ll own meaningful processes that impact everyone’s week
- [Mentorship/clear growth path] within [HR/Finance/People Ops]
- A team that notices accuracy, rewards ownership, and values kindness
How to Apply
Apply via WorkScreen: [Insert WorkScreen link]. You’ll complete a brief, skills-based evaluation so we can understand your strengths beyond the resume.
✅ Option 2: Structured “Job Brief + Responsibilities + Requirements” Style
📌 Job Title: Payroll Assistant
📍 Location: [City, State] ([Remote/Hybrid/In-Person])
🕒 Type: [Full-Time/Part-Time]
💰 Salary Range: [$XX,XXX–$YY,YYY]
Job Brief
[Company Name] is hiring a Payroll Assistant to support [weekly/bi-weekly/monthly] payroll for [~employee count] employees. If you’re detail-oriented, discreet with data, and comfortable with numbers, you’ll thrive here. [Indicate if training is provided or if experience is required.]
Key Responsibilities
- Assist in processing payroll cycles for hourly and salaried staff
- Review [timesheets/PTO/shift premiums/tips] and resolve discrepancies
- Maintain accurate payroll documentation and compliance records
- Respond to employee payroll inquiries professionally and promptly
- Support HR/Finance with onboarding and pay-related changes
Requirements
- [X]+ years payroll or admin experience [or “entry-level; training provided”]
- Comfortable with spreadsheets (Excel/Sheets) and [payroll software]
- Strong attention to detail; respects confidentiality
- Clear communication and follow-through under deadlines
Perks & Benefits
- [Health, dental, vision]
- [PTO + paid holidays]
- [Retirement plan / 401(k) with match]
- [Role-specific perk: e.g., meal stipend, commuter benefit]
How to Apply
Apply via WorkScreen: [Insert WorkScreen link]. We’ll acknowledge receipt and keep you updated through each step.
After You Write the Job Post — Let WorkScreen Handle the Rest
A great Payroll Assistant job description will draw in candidates — but that’s just the first step. The real challenge? Quickly spotting the ones who have the skills, reliability, and attention to detail you need.
That’s where WorkScreen.io comes in.
Here’s How WorkScreen Helps You Hire Smarter
- Identify Your Most Promising Candidates — Fast
WorkScreen automatically evaluates, scores, and ranks applicants on a performance-based leaderboard—making it easy to spot top talent, save time, and make smarter, data-driven hiring decisions.
- Test for Real-World Skills in One Click
With WorkScreen, you can administer one-click skill tests to assess candidates based on real-world ability—not just credentials like résumés and past experience. This helps you hire more confidently and holistically.
- Eliminate Low-Effort Applications
WorkScreen automatically eliminates low-effort applicants who use AI Tools to apply, copy-paste answers, or rely on “one-click apply.” This way, you focus only on genuine, committed, and high-quality candidates—helping you avoid costly hiring mistakes.
- Deliver a Better Candidate Experience
A clear, fair, and skills-focused evaluation process shows applicants you respect their time and care about their abilities. This boosts your employer brand — and helps you stand out in a competitive market.
💡 Bottom line: Once you’ve crafted your Payroll Assistant job post, let WorkScreen take over. You’ll fill the role faster, more confidently, and with the right person the first time.
Sign up with WorkScreen.io and transform the way you hire.
FAQ
Look for a combination of technical and soft skills:
- Attention to detail — Payroll errors can damage trust and cause compliance issues.
- Confidentiality — They handle sensitive employee data and must maintain discretion.
- Knowledge of payroll software — Familiarity with tools like ADP, Gusto, or Paychex is a plus.
- Understanding of payroll regulations — Awareness of tax laws, benefits deductions, and labor compliance.
- Communication skills — Ability to clearly explain pay-related matters to employees.
- Time management — Meeting strict payroll deadlines without sacrificing accuracy.
In the U.S., Payroll Assistants typically earn $40,000–$55,000 per year, depending on location, experience level, and company size. Entry-level roles may start around $35,000, while experienced payroll professionals in larger or multi-state organizations can earn $60,000 or more.
Not always. Some companies hire entry-level candidates with strong administrative skills, good math ability, and a willingness to learn. In these cases, training is provided. However, for complex payroll environments (e.g., multi-state or union payroll), prior experience is usually preferred.
