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If you’ve Googled “Payroll Coordinator job description,” you’ve probably seen the same thing over and over—dry bullet points, copy-paste duties, and vague requirements that could apply to any admin role.
The problem? Those cookie-cutter posts don’t actually attract skilled payroll professionals. They don’t explain why the role matters, what kind of environment you offer, or why the right person should be excited to join your team.
A Payroll Coordinator isn’t just someone who processes paychecks—they’re a guardian of accuracy, compliance, and trust in your organization. When you write a generic post, you risk missing the kind of detail-oriented, reliable candidates who keep your business running smoothly.
That’s why I recommend checking 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/ —so you understand why generic descriptions fail and how to create one that connects. But for now, let’s walk through how to make your Payroll Coordinator job post stand out, attract the right applicants, and help you hire with confidence.
If your hiring process is stressful, slow, or filled with second-guessing—WorkScreen fixes that. Workscreen helps you quickly identify top talent fast, eliminate low-quality applicants, and make better hires without the headaches.
What a Payroll Coordinator Actually Does - Their Roles
A Payroll Coordinator is the person who makes sure everyone in your company gets paid—accurately, on time, and in compliance with tax laws and company policies.
But it’s more than just crunching numbers. This role blends precision, problem-solving, and communication. A great Payroll Coordinator doesn’t just process paychecks—they spot errors before they happen, keep meticulous records, and serve as a go-to resource for employees with payroll questions.
In many ways, they protect one of the most important relationships in your business: the trust between your organization and your people. That’s why attention to detail, confidentiality, and a service mindset matter just as much as technical payroll knowledge.
Two Great Payroll Coordinator Job Description Templates
✅ Option 1: Job Description for Experienced Payroll Coordinator
📌 Job Title: Payroll Coordinator — Brightline Manufacturing (Cincinnati, OH | Hybrid 3 days onsite)
💼 Employment Type: Full-Time
💰 Salary Range: $58,000–$72,000/year (DOE)
🕒 Schedule: Mon–Fri, 8:30am–5:00pm ET
🎥 A quick word from our Hiring Manager
(Insert Loom/YouTube link — 60–90 seconds introducing the team and why the role matters)
Who We Are
Brightline Manufacturing is a mid-sized, U.S.-based producer of precision components for commercial HVAC and clean-energy systems. We employ 480+ people across Ohio, Michigan, and Indiana, with a mix of hourly and salaried employees working shifts around the clock. Our reputation is built on reliability, safety, and continuous improvement—and that starts with paying people accurately and on time, every time.
Our Culture
We run on trust, teamwork, and ownership. You’ll work closely with HR and Finance in a supportive environment where accuracy and thoughtful process changes are celebrated. We hire adults, give clear goals, and remove roadblocks so you can do your best work.
What You’ll Do
- Own end-to-end, biweekly payroll for 480+ employees (hourly & salaried; shift diffs, OT, bonuses)
- Review/import timesheets; resolve discrepancies with supervisors before cutoffs
- Maintain payroll records in compliance with federal, state, and local regulations
- Process new hires, terminations, rate changes, and deductions (benefits, garnishments)
- Prepare/post payroll journals; reconcile payroll GL with Finance monthly
- Generate audit-ready reports (tax filings, EEO, headcount, PTO, audits)
- Serve as the first point of contact for employee payroll questions with empathy and clarity
- Identify process improvements; document SOPs and contribute to controls
What We’re Looking For
- 2–4+ years of hands-on payroll processing (multi-state preferred)
- Proficiency with ADP Workforce Now (or Paylocity/UKG/Paychex)
- Strong grasp of wage & hour rules (OT, shift differentials, meal premiums) and payroll taxation
- Spreadsheet comfort (VLOOKUP/XLOOKUP, pivots) and data hygiene discipline
- Uncompromising attention to detail, confidentiality, and follow-through
- Clear communicator who partners well with HR, Finance, and Operations
Perks & Benefits
- Medical, dental, vision (company contribution)
- 401(k) with 4% company match, immediately vested match
- 15 days PTO + 10 paid holidays + 1 floating day
- Annual professional development stipend ($750)
- Onsite parking; commuter stipend for hybrid days
- Paid volunteer day; safety & wellness programs
Why This Role Is a Great Fit
You like owning a critical business process and seeing the tangible impact of your work every two weeks. You enjoy solving puzzles, tightening controls, and making things run smoother. If you’re meticulous, calm under deadlines, and energized by making payroll a frictionless experience for everyone, you’ll thrive here.
Our Hiring Process
We review every application and respond within 10 business days. Shortlisted candidates complete a brief, skills-based WorkScreen evaluation (no trick questions—just realistic scenarios). Then you’ll meet the HRBP, Controller, and Payroll Manager. Finalists receive a paid take-home exercise aligned with real work (1–2 hours max).
How to Apply
Apply here via WorkScreen: [Insert WorkScreen link]
You’ll complete a short evaluation so we can understand your skills fairly and move quickly.
✅ Option 2: Job Description For Entry Level Payroll Coordinator (Willing to Train)
📌 Job Title: Payroll Coordinator (No Experience Needed — We’ll Train) — HavenWell Services (Phoenix, AZ | Onsite)
💼 Employment Type: Full-Time
💰 Salary Range: $44,000–$52,000/year
🕒 Schedule: Mon–Fri, 8:00am–4:30pm MT
🎥 A quick word from our Hiring Manager
(Insert Loom/YouTube link — who you’ll work with, what your first 90 days look like)
Who We Are
HavenWell Services is a nonprofit human services organization supporting families and individuals through shelter, counseling, and workforce programs across Maricopa County. Our 320+ staff deliver critical services with compassion and speed. To support our mission, we’re building a payroll function that’s accurate, transparent, and people-centered—and we’re ready to train the right, motivated person to help us get there.
Our Culture
Mission-first, people-first. We care about outcomes and the humans who create them. You’ll have mentors, clear goals, and supportive teammates who believe great work happens when folks feel respected and empowered.
What You’ll Do
- Learn how to process semi-monthly payroll from start to finish under mentorship
- Review timesheets and follow up on discrepancies with program leads
- Maintain employee records (new hires, terminations, job changes, deductions)
- Support employees with payroll & PTO questions with patience and clarity
- Help prepare basic reports (headcount, PTO balances, audit requests)
- Document steps and improve checklists as you learn
What We’re Looking For
- Strong organization and a love for details; comfort with numbers
- Basic Excel/Google Sheets skills; eagerness to learn payroll software (we use Paylocity)
- Professionalism, discretion, and care when handling sensitive information
- Curiosity and follow-through—you ask good questions and close the loop
- Prior admin, HR, accounting, or customer service experience is a plus (not required)
Perks & Benefits
- Medical, dental, vision (employer covers 75% of employee premium)
- 403(b) with 3% employer contribution after 6 months
- 12 days PTO in year one + 10 paid holidays + 2 personal days
- Tuition reimbursement for HR/payroll coursework (up to $1,000/yr)
- Employee Assistance Program; mental health days
- Free onsite parking; transit stipend for eligible routes
Why This Role Is a Great Fit
You’re organized, helpful, and steady under deadlines. You want meaningful work, real mentorship, and a clear path to grow into a payroll specialist. If you enjoy making other people’s work-lives easier and take pride in getting details right, you’ll feel at home here.
Our Hiring Process
We review every application and respond within 7–10 business days. Selected candidates complete a short WorkScreen evaluation focused on attention to detail and basic problem-solving. Then you’ll meet your future teammates and tour our campus. Finalists do a paid shadow session (1–2 hours) to see the role in action.
How to Apply
Apply here via WorkScreen: [Insert WorkScreen link]
You’ll go through a fair, skills-based evaluation so we can get to know how you think and work.
Don’t let bad hires slow you down. WorkScreen helps you find the right people—fast, easy, and stress-free.
Breakdown of Why These Payroll Coordinator Job Posts Work
1. Clear, Specific Titles
Instead of just saying “Payroll Coordinator,” each title includes context that matters to the right candidate:
- Experienced Payroll Coordinator — Brightline Manufacturing (Cincinnati, OH | Hybrid) tells you the level, company, location, and work arrangement up front.
- Payroll Coordinator (No Experience Needed — We’ll Train) — HavenWell Services signals openness to train, making it inviting for entry-level applicants.
This clarity filters in the right people and filters out those who aren’t a match.
2. Warm, Contextual Introductions
Both posts begin with a quick video invite from the hiring manager and an “About Us” section that actually tells a story:
- Brightline emphasizes scale, complexity (480+ employees, multiple states), and a quality-driven culture.
- HavenWell highlights mission impact and people-first values in the nonprofit space.
This gives candidates a sense of the team they’re joining, not just the tasks they’ll do.
3. Transparent Salary & Perks
Both posts clearly state pay ranges, PTO, and benefits—something many job descriptions skip. This transparency builds trust, sets expectations, and avoids wasted interviews with mismatched salary expectations.
4. Culture and Values Are Shown, Not Claimed
Instead of vague claims like “we value teamwork,” the culture sections describe how people work together, what’s expected, and how success is recognized. Candidates can picture themselves in the environment.
5. Responsibilities Show Impact, Not Just Tasks
- Brightline’s duties highlight owning end-to-end payroll for hundreds of employees, collaborating with multiple teams, and keeping compliance airtight.
- HavenWell’s duties show learning under mentorship, supporting front-line programs, and documenting improvements.
This frames each task in terms of its contribution to the bigger picture.
6. The Hiring Process Is Respectful and Predictable
Both posts promise every application will be reviewed, provide a realistic response timeline, and outline the steps ahead (WorkScreen evaluation → interviews → paid exercise/shadow session). This reassures candidates and reduces application anxiety.
7. Video Element Adds Personality and Trust
Including a Loom or YouTube video from the hiring manager makes the job feel human. It also gives candidates a chance to see the tone and style of the team before applying—something that can’t be conveyed through text alone.
8. “Why This Role Is a Great Fit” Speaks Directly to the Right Person
This section isn’t fluff—it calls out the mindset, working style, and motivations of the ideal hire.
- Brightline appeals to someone who loves ownership, deadlines, and process improvement.
- HavenWell appeals to someone who’s helpful, eager to learn, and thrives in a mission-driven setting.
This attracts not just qualified candidates, but aligned candidates.
Bad Payroll Coordinator Job Description Example (And Why It Fails)
📌 Job Title: Payroll Coordinator
💼 Employment Type: Full-Time
Location: Phoenix, AZ
Job Summary
We are looking for a Payroll Coordinator to handle payroll tasks and ensure employees are paid. The ideal candidate will be detail-oriented and able to meet deadlines.
Responsibilities
- Process payroll
- Maintain payroll records
- Answer payroll-related questions
- Assist HR as needed
Requirements
- Bachelor’s degree preferred
- 2–3 years payroll experience
- Knowledge of payroll software
- Attention to detail
How to Apply
Send your resume and cover letter to hr@company.com. Only shortlisted candidates will be contacted.
❌ Why This Job Post Falls Short
- Generic Title
Just “Payroll Coordinator” with no company name, location context, or work arrangement makes it forgettable and easy to skip in search results. - No Sense of Company or Culture
There’s zero “About Us” section, mission, or description of the team—candidates have no idea who they’d be working for or what the workplace is like. - Vague and Minimal Responsibilities
Tasks are listed so broadly that they could apply to hundreds of other jobs. There’s no sense of scope (number of employees, payroll cycles) or impact. - No Salary or Perks
Leaving out compensation makes it look outdated and may drive away top candidates who expect transparency. - Cold, Impersonal Hiring Process
Ending with “only shortlisted candidates will be contacted” feels dismissive and doesn’t set clear expectations. - Zero Personality in the Call-to-Action
There’s nothing motivating or inviting about “send your resume to HR.” It reads like a formality, not an opportunity.
Bonus Tips to Make Your Payroll Coordinator Job Post Stand Out
Even if you follow the “Best New Way” structure, adding a few small touches can dramatically improve your job post’s appeal and trust factor.
1. Add a Security & Privacy Notice for Applicants
Build trust by showing you take applicant data seriously. For example:
Important Notice: We take the security and privacy of all applicants seriously. We will never request payment, bank details, or personal financial information during any stage of the hiring process.
This reassures candidates—especially in payroll, where they know how sensitive financial information can be.
2. Mention Leave Days or Flexible Time
Candidates value work-life balance. Make sure to highlight it. For example:
Enjoy 15 days of PTO + 10 paid holidays, plus one floating personal day to use whenever you need it.
Or for hybrid roles:
We offer two remote workdays each week for added flexibility.
3. Highlight Training & Growth Opportunities
For payroll roles, showing a path to Payroll Manager, HR Generalist, or Finance Analyst is powerful. Example:
We invest in your growth—offering tuition reimbursement for payroll/HR certifications (CPP, FPC) and regular cross-training with our Finance team so you can expand your skill set.
4. Add a Loom or Video From the Hiring Manager
We covered this in the good examples, but it’s worth repeating: a short 60–90 second video introducing the role, the team, and the culture will help your job post stand out in any search result.
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. Be Specific About Tools & Systems
Instead of saying “experience with payroll software,” name the system(s) you use—ADP, Paylocity, UKG, Paychex—so candidates can instantly match their skills.
6. Call Out Perks Beyond Pay
Mention small but meaningful extras:
- Commuter stipends
- Wellness allowances
- Paid volunteer days
- Employee recognition programs
These can help you stand out from other companies offering similar pay.
Why You Shouldn’t Let AI Write Your Payroll Coordinator Job Post From Scratch
It’s tempting to open an AI tool, type “write me a Payroll Coordinator job description,” and call it a day. But here’s the problem:
- You’ll get generic, cookie-cutter content that could apply to any payroll role anywhere.
- It will miss your company’s unique culture and values, making your post blend into the noise.
- It may attract the wrong kind of applicants—people applying to anything that looks remotely relevant, rather than detail-oriented professionals who match your needs.
- Payroll is a trust-sensitive position. A bland, impersonal post can undermine your credibility before you even meet the candidate.
Your job post is often a candidate’s first impression of your company. For a payroll position—where accuracy, confidentiality, and trust are critical—that impression needs to inspire confidence from the start.
The Wrong Way to Use AI
“Write a Payroll Coordinator job description.”
Result:
- Vague, lifeless responsibilities.
- No salary transparency.
- No mention of company culture, hiring process, or why the role matters.
The Right Way to Use AI
Give the AI tool your raw ingredients—then let it polish. For example:
Prompt: Help me write a Payroll Coordinator job post for our company, Brightline Manufacturing. We’re hiring someone to manage biweekly payroll for 480+ employees across three states. We use ADP Workforce Now and want someone who values accuracy, confidentiality, and process improvement. Our culture is collaborative and people-first, and we offer $58k–$72k/year, 15 days PTO, 10 paid holidays, 401(k) match, and tuition reimbursement for payroll certifications. Our hiring process includes a skills-based WorkScreen evaluation and two interviews. Here are a few notes I’ve written to get you started: [paste your notes]. Please make it warm, professional, and candidate-focused.
By feeding AI the company details, tools, values, salary, benefits, and process, you get a post that feels authentic—without starting from a blank page.
Build a winning team—without the hiring headache. WorkScreen helps you hire fast, confidently, and without second-guessing.
Need a Quick Copy-Paste Job Description?
✅ Option 1: Conversational, Culture-First Job Description
📌 Job Title: Payroll Coordinator — [Company Name] ([Location] | [Work Arrangement])
💼 Employment Type: [Full-Time/Part-Time] | 💰 Salary Range: [$XX,XXX–$XX,XXX/year]
🕒 Schedule: [e.g., Mon–Fri, 8:30am–5:00pm]
🎥 Meet Your Future Team
[Insert Loom/YouTube link — hiring manager introduces the team, why the role matters, and what success looks like in the first 90 days.]
Who We Are
[Company Name] is a [brief company description: industry, mission, size, unique point]. Our payroll team ensures every employee is paid accurately, on time, and in compliance—because trust starts with a flawless paycheck.
What You’ll Do
- Process [biweekly/semimonthly/monthly] payroll for [#] employees across [#] locations/states
- Review/import timesheets; resolve discrepancies before cutoff
- Maintain payroll records and ensure compliance with all regulations
- Partner with HR/Finance on new hires, terminations, and changes
- Respond to employee payroll questions with clarity and empathy
- Prepare reports for leadership, audits, and compliance
What We’re Looking For
- [2+ years] payroll processing experience (multi-state preferred)
- Proficiency with [ADP/Paylocity/UKG/Paychex]
- Strong understanding of payroll taxation and wage & hour rules
- High attention to detail, confidentiality, and follow-through
- Clear communication with cross-functional partners
Perks & Benefits
- Medical, dental, vision ([%] employer contribution)
- Retirement plan: [401(k)/403(b)] with [X%] match
- PTO: [#] days + [#] paid holidays + [#] personal/floating days
- Professional development/tuition support: [e.g., CPP/FPC stipend]
- [Commuter/wellness/volunteer day/remote stipend], as applicable
Why This Role Is a Great Fit
You like owning a critical process, preventing errors before they happen, and making payday feel effortless for everyone. If you’re meticulous, calm under deadlines, and enjoy improving systems, you’ll thrive here.
Our Hiring Process
We review every application and respond within [X] business days. Shortlisted candidates complete a brief WorkScreen skills evaluation before interviews.
How to Apply
Apply via WorkScreen: [Insert WorkScreen link]
✅ Option 2: Structured “Job Brief + Responsibilities + Requirements” Format
📌 Job Title: Payroll Coordinator — [Company Name] ([Location] | [Work Arrangement])
💼 Employment Type: [Full-Time/Part-Time] | 💰 Salary Range: [$XX,XXX–$XX,XXX/year]
Job Brief
[Company Name] is seeking a Payroll Coordinator to process [biweekly/semimonthly/monthly] payroll for [#] employees. The ideal candidate is detail-oriented, collaborative, and comfortable working with [ADP/Paylocity/UKG/etc.]. We’re open to candidates growing into the role.
Responsibilities
- Process payroll cycles end-to-end and reconcile variances
- Maintain accurate employee records and payroll changes
- Review and verify timesheets; resolve discrepancies promptly
- Prepare standard payroll reports for management/audits
- Respond to payroll inquiries with professionalism and discretion
- Support continuous improvement and documentation of SOPs
Requirements
- [1–3+] years of payroll or related admin/accounting experience (or willingness to learn)
- Familiarity with [ADP/Paylocity/UKG/Paychex] or similar systems
- Working knowledge of payroll taxation and wage & hour rules
- Strong Excel/Sheets skills ([VLOOKUP/XLOOKUP], pivots a plus)
- High attention to detail, confidentiality, and communication
Perks & Benefits
- Medical, dental, vision ([%] employer contribution)
- Retirement plan: [401(k)/403(b)] with [X%] match
- PTO: [#] days + [#] paid holidays
- Education/Certification support: [e.g., CPP/FPC reimbursement]
- [EAP/wellness/commuter/remote stipend], as applicable
Our Hiring Process
Every application is reviewed. Selected candidates complete a short WorkScreen evaluation, followed by [#] interviews.
How to Apply
Apply via WorkScreen: [Insert WorkScreen link]
Let WorkScreen Handle the Next Step of Hiring
Once your Payroll Coordinator job post is live, the next challenge is sorting through applicants efficiently—without missing the ones who’d be a perfect fit.
That’s where WorkScreen.io comes in.
With WorkScreen, you can:
- 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.
- Easily administer one-click skill tests
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 applicants
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.
The result?
You save hours of manual review, avoid costly hiring mistakes, and hire a Payroll Coordinator who can keep your people paid accurately, on time, and in compliance—every single cycle.
Create your Payroll Coordinator job post in WorkScreen, share the link, and let the platform handle the heavy lifting.
FAQ
Look for a combination of technical and soft skills:
- Technical: Payroll software proficiency (ADP, Paylocity, UKG, etc.), knowledge of payroll laws/taxation, and strong Excel/Google Sheets skills.
- Soft skills: Confidentiality, attention to detail, problem-solving, clear communication, and the ability to work under tight deadlines.
- Bonus skills: Multi-state payroll experience, familiarity with benefits administration, and process improvement mindset.
The average salary for a Payroll Coordinator in the U.S. ranges from $45,000 to $65,000 per year, depending on factors like experience, company size, industry, and location. Larger organizations or those in high-cost-of-living areas may pay $70,000 or more, especially for multi-state or complex payroll responsibilities.
Yes—while both roles focus on payroll, a Payroll Coordinator typically has a broader set of duties that include liaising between departments, handling employee inquiries, and ensuring compliance. A Payroll Specialist may be more focused on the technical aspects of processing payroll and tax filings.
