Share
If you’ve Googled “Payroll Clerk job description,” you’ve probably seen the same thing over and over again:
Bullet points. Buzzwords. Boredom.
They all follow the same tired formula:
- List some tasks
- Add a few generic qualifications
- End with “Apply now”
But here’s the problem—those kinds of job posts don’t actually attract great payroll professionals.
Why?
Because they miss the real reasons someone applies in the first place:
- What does the company care about?
- What tools will they use?
- Is the team supportive?
- What does growth look like?
- Is this a paycheck—or a stable, trusted role where they’ll be valued?
Most job posts don’t answer these questions. They treat hiring like a checkbox.
But great candidates? They can tell the difference.
In this article, we’ll show you how to write a Payroll Clerk job description that actually connects.
We’ll break down real examples, point out common mistakes, and give you copy-paste templates you can adapt in minutes.
But before we dive in, here’s one recommendation:
👉 If you haven’t yet, check out this full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/ —it breaks down why generic job ads fail, and how to fix yours fast.
Ready to upgrade your job post? Let’s start with the basics: what a Payroll Clerk really does—and why it matters.
Build a winning team—without the hiring headache.
WorkScreen helps you hire fast, confidently, and without second-guessing.
What Does a Payroll Clerk Actually Do?
A Payroll Clerk is the person who makes sure your team gets paid—accurately and on time.
They collect timesheets, process hours, calculate pay, deduct taxes, and handle reimbursements. But they’re not just pushing numbers—they’re protecting trust. When someone doesn’t get paid correctly, it creates stress, confusion, and frustration. A good payroll clerk makes sure that never happens.
They’re detail-obsessed, deadline-driven, and quietly keep the wheels turning in your business.
But this role is more than data entry—it’s about accuracy, consistency, and confidentiality. It’s ideal for someone who loves structure, respects privacy, and takes pride in getting things right the first time.
If your Payroll Clerk is great, no one notices—because everything just works. But when it’s done poorly, everyone notices. That’s why hiring the right person matters.
Two Great Payroll Clerk Job Description Templates
We’ll provide two tailored job description options:
1.✅ Option 1: For employers looking to hire an experienced candidates with prior experience.
2.Option 2: For employers open to hiring entry-level candidates or those willing to train someone with potential.
✅ Job Description Template #1: For Experienced Payroll Clerks
📌 Job Title: Payroll Clerk – Join Our Finance Team at Lark & Ledger
📍 Chicago, IL | 💼 Full-Time | 💰 $22–$28/hr (Based on Experience)
🎥 A Quick Word from Our Finance Lead
Watch this short video to learn what it’s like working with us and what we’re looking for in a payroll teammate.
👉 [Insert Loom or YouTube Link]
Who We Are
Lark & Ledger is a boutique accounting and advisory firm serving small businesses and startups across the Midwest. For over 12 years, we’ve built a reputation for being both meticulous and human—with a team that values transparency, trust, and attention to detail.
We work with founders who rely on us to keep their books balanced, their people paid, and their growth on track. As our client base grows, we’re looking for a Payroll Clerk who can help ensure that every paycheck is processed with accuracy and care.
What You’ll Be Doing
- Collect and verify employee timesheets and attendance records
- Calculate wages, reimbursements, and tax withholdings
- Process payroll using Gusto and QuickBooks for multiple clients
- Handle W-2s, 1099s, and other compliance forms
- Answer questions from clients and team members around payroll
- Support quarterly audits and year-end reporting
What We’re Looking For
- 2+ years of experience handling payroll
- Experience using Gusto, QuickBooks, or similar tools
- Strong understanding of payroll taxes and employment law
- Accuracy and attention to detail—you catch what others miss
- Able to meet tight deadlines with minimal supervision
💡 Why This Role Is a Great Fit
You’ll play a key role in a lean, high-performing team that values accuracy as much as trust. You won’t be micromanaged—we’ll give you clear goals and the tools to succeed. If you’re the kind of person who feels good about a clean ledger and a flawless pay cycle, this role was made for you.
🎁 Perks and Benefits
- $22–$28/hr based on experience
- Health, dental, and vision insurance (after 60 days)
- 15 days PTO + 10 paid holidays
- Paid training and certification support
- Hybrid schedule available after probation (2 days remote)
- Monthly wellness stipend ($75)
How to Apply
We use WorkScreen to evaluate candidates fairly and efficiently.
Click below to complete a short skills-based assessment—no resumes lost in the void.
👉 [Insert WorkScreen Link]
🌱 Job Description Template #2: For Entry-Level or Willing-to-Train Candidates
📌 Job Title: Payroll Clerk – Start Your Finance Career at Lark & Ledger (No Experience Needed)
📍 Chicago, IL | 💼 Full-Time | 💰 $19–$22/hr
🎥 Meet the Team Before You Apply
Here’s a short message from our hiring manager on what to expect from the role, the team, and the growth path available to you.
👉 [Insert Loom or YouTube Link]
Who We Are
Lark & Ledger is a Chicago-based accounting firm trusted by over 250 small business clients. We provide more than just bookkeeping—we offer financial clarity and peace of mind. And we believe great payroll starts with people, not just numbers.
As we grow, we’re opening up an opportunity for someone new to finance to join our team as a Payroll Clerk. No prior experience? That’s okay—we’ll train you if you’re eager, detail-oriented, and ready to learn.
What You’ll Learn and Do
- Organize and verify employee timesheets
- Process basic payroll entries under supervision
- Learn to use tools like Gusto and QuickBooks
- Support payroll tax filings and documentation
- Keep confidential records organized and up to date
We’re Looking For Someone Who
- Has a high school diploma or equivalent
- Can work in Microsoft Excel or Google Sheets
- Is reliable, detail-oriented, and a fast learner
- Can meet deadlines and handle sensitive information
- Wants to grow into a long-term finance or admin role
💡 Why This Role Is a Great Fit
You don’t need to be an expert to succeed here—you just need to be curious, consistent, and willing to learn. We’ll guide you, support you, and celebrate your wins. This is your chance to build a real skill set, not just another “job.”
🎁 Perks and Benefits
- $19–$22/hr starting rate
- 100% paid training and mentorship from senior staff
- Health and dental insurance after 60 days
- 12 days PTO + paid holidays
- Access to online learning resources and industry certification support
- Office snacks, coffee, and a relaxed dress code
How to Apply
We don’t filter based on resumes—we care about effort, mindset, and potential. That’s why we use WorkScreen to evaluate applicants fairly.
Click the link below to complete your short, structured evaluation:
👉 [Insert WorkScreen Link]
Smart Hiring Starts Here
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
Why These Payroll Clerk Job Posts Actually Work
Let’s break down what makes each of the above job descriptions effective—and why they’ll attract the right kind of applicants (while filtering out the wrong ones):
✅ 1. The Job Titles Are Clear and Specific
Instead of vague labels like “Payroll Associate” or “Finance Assistant,” each title:
- States the exact role (Payroll Clerk)
- Mentions the company (Lark & Ledger)
- Adds an emotional hook (“Start Your Finance Career” or “Join Our Finance Team”)
This helps the job stand out in search results and makes it obvious who it’s for.
✅ 2. Each Post Starts With a Warm, Human Intro
Before launching into tasks, each post starts with:
- A quick video from the hiring manager (adding trust and personality)
- A conversational paragraph that connects the role to real impact
- A tone that feels like a real person wrote it—not a legal department
This builds instant emotional connection—and great candidates respond to that.
✅ 3. The “Who We Are” Sections Tell a Real Story
These aren’t generic company blurbs. They:
- Share the company’s values and mission in 2–3 sentences
- Highlight who they serve and what they care about
- Set expectations about the work environment (e.g., detail-focused, people-first)
This helps applicants self-select—and avoids wasting time on poor fits.
✅ 4. Responsibilities Are Explained With Context
Rather than just saying “Process payroll,” the job post explains:
- What tools are used (Gusto, QuickBooks)
- How the role supports the company’s trust and efficiency
- What success looks like (e.g., no errors, smooth audits)
That adds purpose—and makes even routine tasks feel important.
✅ 5. The Application Process Is Clear and Respectful
Each job post includes:
- A structured, skill-based application via WorkScreen
- A human promise to evaluate applicants fairly
- A tone that respects candidates’ time and effort
This stands out in a world full of “Apply here and hope for the best” posts.
✅ 6. Perks and Benefits Are Specific (and Separated)
Instead of burying them in a wall of text, benefits are clearly labeled and easy to scan. They show:
- Real numbers (PTO, health coverage, hybrid options)
- Growth incentives (training, certification support)
- Culture cues (casual dress code, mentorship, wellness stipend)
Great candidates care about more than just salary—this section speaks to that.
✅ 7. Tone Matches the Role Level
- The experienced hire post uses professional, confident language (“accuracy,” “compliance,” “autonomy”).
- The entry-level post uses more encouraging, growth-focused language (“we’ll train you,” “build a real skill set”).
This shows awareness of who you’re speaking to—and helps the right person feel seen.
Bad Payroll Clerk Job Description Example (And Why It Fails)
Job Title: Payroll Clerk
Company: Nationwide Enterprises
Job Type: Full-Time
Location: Remote
Job Summary
Nationwide Enterprises is looking for a Payroll Clerk to process employee payments and maintain payroll records. The ideal candidate will have good attention to detail and be able to work under pressure.
Key Responsibilities
- Enter employee hours into payroll system
- Calculate wages and deductions
- Process biweekly payroll
- Handle payroll queries from staff
- Maintain records and ensure compliance
Requirements
- High school diploma
- 2–3 years experience in payroll or related field
- Familiarity with payroll software
- Strong attention to detail
- Good communication skills
How to Apply:
Please send your CV and cover letter to hr@nationwideenterprises.com. Only shortlisted candidates will be contacted.
🚫 Why This Payroll Clerk Job Post Falls Short
❌ 1. The Job Title Is Flat and Generic
It simply says “Payroll Clerk” with no added context—no mention of team, mission, industry, or who it’s for. It could apply to any company, which makes it easy to skip.
❌ 2. The Company Description Is Missing
There’s zero information about what the company does, what values it holds, or why the role exists. Candidates have no way to tell if they’re aligned with the culture—or even interested.
❌ 3. The Tone Is Cold and Passive
Phrases like “ideal candidate” and “only shortlisted applicants will be contacted” feel dismissive and robotic. There’s no effort to connect with the reader or explain why this opportunity matters.
❌ 4. There’s No Salary or Benefit Transparency
The post doesn’t mention pay, perks, time off, or anything that candidates care about. This signals a lack of transparency—which turns off serious applicants.
❌ 5. The Responsibilities Are Vague
The duties listed are too generic and offer no real picture of the tools used, who they’ll collaborate with, or the impact of their work. This fails to inspire confidence or excitement.
❌ 6. The Hiring Process Feels Unwelcoming
There’s no mention of what happens after applying, what the timeline looks like, or how the company treats applicants. Saying “only shortlisted candidates will be contacted” creates anxiety and discourages engagement.
❌ 7. No Personal Touch or Visual Element
There’s no video, no face behind the job post, and nothing that makes it feel human. It reads like a formality—not an invitation.
Bonus Tips: Simple Tweaks That Make a Big Difference
If you want your Payroll Clerk job post to rise above the noise, don’t just follow the basics—go one level deeper. These small, thoughtful touches can significantly boost response quality and build trust with serious applicants.
🛡 1. Add an “IMPORTANT NOTICE” for Trust & Security
Let candidates know you protect their privacy. It reassures them that your process is safe, modern, and professional.
IMPORTANT NOTICE: We take the security and privacy of all applicants seriously. We will never ask for payment, bank details, or personal financial information during any part of the hiring process.
📅 2. Mention Leave Days or Flex Time (If You Offer Them)
Too many companies skip this—but rest matters to candidates.
“Enjoy up to 15 paid days off per year, plus 10 public holidays. We encourage our team to take time to recharge and return refreshed.”
🎓 3. Highlight Training & Career Growth Opportunities
Especially if you’re hiring for an entry-level role, showing that you invest in your people is a big draw.
“You’ll get access to paid on-the-job training, mentoring from our senior finance staff, and the opportunity to grow into more senior roles over time.”
🎥 4. Include a Video from the Hiring Manager (Loom or YouTube)
Even a 60-second video makes your job post feel personal, transparent, and memorable.
“Hi, I’m Hannah from Lark & Ledger. If you’re someone who loves process, precision, and helping people get paid right—you’ll love this role. Here’s what it looks like…”
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. Use First-Person Language When Possible
Instead of writing like a policy doc (“the successful candidate will…”), speak directly to the person reading.
✅ “You’ll be handling payroll for a team that counts on you every week.”
❌ “The successful candidate will be responsible for processing payroll functions.”
💡 6. Share One Real Quote or Insight from a Current Team Member
Even a single sentence can humanize your post.
“I never thought I’d love payroll—but here, I actually do. I get to work with real people, solve problems, and know I’m trusted to get it right.” – Jordan, Payroll Team
Should You Use AI to Write Your Job Description? Yes… But Be Careful
These days, it feels like everyone is using AI to generate job descriptions. Even some popular ATS platforms (like Manatal and Workable) let you one-click your way to a “complete” job post.
But here’s the catch: just because it’s fast, doesn’t mean it’s effective.
❌ Why You Shouldn’t Let AI Write Your Job Post From Scratch
If you just tell ChatGPT or any other tool:
“Write me a job description for a Payroll Clerk.”
You’ll get what most companies publish online:
- Generic tasks
- Dry bullet points
- A robotic tone
- Zero personality or context
That kind of post won’t attract thoughtful candidates—it attracts volume, not quality.
✅ Here’s the Smart Way to Use AI Instead
Use AI as a collaborator, not a replacement.
Start by feeding it real, specific inputs about your company, culture, and goals. Here’s how to prompt it properly:
🧠 Example Prompt for AI (the Right Way)
“Help me write a job post for our company, Lark & Ledger. We’re hiring a Payroll Clerk to help process pay for our small business clients using Gusto and QuickBooks. Our team culture is trust-based, detail-oriented, and kind.
We want to attract candidates who are organized, reliable, and comfortable handling sensitive information.
We offer $22–$28/hr, plus benefits like health insurance, hybrid work, paid training, and PTO.
Here’s our hiring process: candidates apply via WorkScreen.io, complete a skills assessment, and hear back within a week.
Here are a few notes I’ve written to get you started: [paste your notes]
Can you help me turn this into a job post that feels professional, warm, and specific to our company?”
This way, AI becomes a tool to shape your message—not one that erases your voice.
💡 Pro tip: You can also paste in a great job post you admire (like the Lark & Ledger examples above) and tell AI, “Help me write something similar for this other role.” That way, you’re always starting with quality.
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 Clerk Job Description?
We get it—sometimes you just need something solid to start with.
Maybe you’ve already read through this guide and understand what a great job post looks like. But now you need a version you can copy, paste, and quickly tailor to your company.
That’s what this section is for.
✏️ Important Reminder:
Don’t copy this word-for-word and expect magic.
This is a foundation, not a final draft.
Add a Loom video, inject your team culture, and edit the details to reflect your actual company.
In this section, you’ll find two ready-to-use job description templates for quick copy-paste use — but please remember, like we mentioned above, don’t just copy them word-for-word and expect results.
Think of these as starting points, not final drafts.
- Option 1: A more conversational, culture-first job description that highlights personality and team fit.
- Option 2: A more structured format, including a Job Brief, Responsibilities, and Requirements for a traditional approach.
✅ Option 1: Conversational, Culture-First Style
📌 Job Title: Payroll Clerk – Join Our Finance Team
📍 [Location] | 💼 [Job Type] | 💰 [Salary Range]
🎥 Watch this quick video to meet your future team 👉 [Insert Loom or YouTube Link]
Who We Are
At [Company Name], we believe that payroll isn’t just about numbers—it’s about trust. For over [X] years, we’ve helped companies [insert mission or impact], and we’re now looking for a Payroll Clerk who cares as much about getting things right as we do.
What You’ll Be Doing
- Process employee payroll with accuracy and attention to detail
- Calculate wages, reimbursements, and deductions
- Prepare tax forms and ensure compliance
- Maintain payroll records and respond to employee inquiries
- Work with tools like [Gusto/QuickBooks/etc.]
What We’re Looking For
- [X]+ years of payroll experience (or willingness to train)
- Familiarity with [insert software/tools]
- Reliable, detail-oriented, and deadline-focused
- Respects confidentiality and handles sensitive info professionally
💡 Why This Role Is a Great Fit
You’ll join a team that values quality over speed, encourages collaboration, and actually appreciates payroll done right. You won’t be a number—you’ll be the reason numbers go out on time.
🎁 Perks and Benefits
- Competitive salary [$XX–$XX/hr or $XXk–$XXk/year]
- Health, dental, and vision insurance
- Paid time off + public holidays
- Training and certification support
- Hybrid work options available
📥 How to Apply
We respect your time. That’s why we use WorkScreen—so you’re evaluated based on strengths, not buzzwords.
Click the link below to complete your short, structured evaluation:
👉 [Insert WorkScreen Link]
✅ Option 2: Structured Format (Job Brief + Responsibilities + Requirements)
📌 Job Title: Payroll Clerk
Company: [Company Name]
Location: [Location]
Salary Range: $[XX]–$[XX]/hr
Job Type: [Full-Time/Part-Time]
🎥 Watch this quick video to meet your future team 👉 [Insert Loom or YouTube Link]
Job Brief
We’re seeking a detail-oriented Payroll Clerk to ensure timely and accurate payroll processing. This role plays a key part in maintaining trust with our employees and supporting the finance department’s smooth operations.
Key Responsibilities
- Process biweekly/monthly payroll
- Enter and verify employee data and time records
- Prepare reports and tax documentation
- Respond to employee payroll inquiries
- Maintain compliance with payroll regulations
Required Skills & Qualifications
- High school diploma or equivalent
- [1–2] years of payroll experience preferred
- Familiarity with [Gusto, QuickBooks, ADP, etc.]
- Strong attention to detail and time management
- Confidentiality and professionalism are a must
Perks and Benefits
- Health insurance
- PTO and paid holidays
- Remote flexibility after [X] months
- Training and growth opportunities
- Friendly and supportive team culture
How to Apply
We use WorkScreen to ensure every candidate is evaluated fairly.
Click here to apply and complete your skills-based assessment:
👉 [Insert WorkScreen Link]
Ready to Find the Right Payroll Clerk? Let WorkScreen Handle the Next Step
Writing a great job post is just the first move. The real challenge? Figuring out who’s actually qualified to do the job.
That’s where WorkScreen.io comes in.
Once your job post is live, WorkScreen helps you:
✅ Quickly identify your most promising candidates
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.
✅ Send one-click skill tests at scale
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 or AI-generated 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.
✅ Make smarter, faster, data-backed hiring decisions
No more resumes buried in your inbox. No more bias. Just clear, honest insight into who can do the work.
👉 Want to try it?
Visit WorkScreen.io to create your account, write your job post, and get a shareable link to start accepting applications immediately.
Payroll Clerk Job Description – Frequently Asked Questions
When hiring a Payroll Clerk, look for a mix of technical accuracy and soft skills. Key qualities include:
- Attention to detail: Mistakes in payroll can damage employee trust—accuracy is non-negotiable.
- Time management: Payroll has strict deadlines. Your hire must be dependable under pressure.
- Software proficiency: Familiarity with platforms like QuickBooks, Gusto, or ADP is a major plus.
- Confidentiality: Payroll Clerks handle sensitive financial and personal data—they must be discreet and trustworthy.
- Problem-solving: A good Payroll Clerk can identify inconsistencies, correct them, and communicate issues clearly.
As of 2025, the average salary for a Payroll Clerk in the U.S. ranges from $45,000 to $58,000 per year, or $21 to $28 per hour, depending on experience, location, and the complexity of the payroll system used.
Major metro areas and companies handling multi-state or international payroll may offer higher compensation.
While both roles focus on payroll processing, Payroll Specialists tend to handle more complex payroll functions, such as multi-state tax filings, compliance audits, and system administration.
Payroll Clerks typically manage routine tasks like data entry, timesheet verification, and paycheck processing. If you’re hiring for a more senior role, consider updating your title accordingly.
Yes—but only if the company has clear systems, secure data access, and proper checks in place. A remote Payroll Clerk should still have access to payroll software, encrypted files, and communication tools.
That said, confidentiality and data security protocols must be strictly followed. Some companies allow hybrid work instead of fully remote arrangements for this reason.
