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Key Responsibilities and Required Skills for a Payroll Supervisor

💰 $75,000 - $95,000

FinanceHuman ResourcesAccounting

🎯 Role Definition

A Payroll Supervisor is a critical leadership role responsible for overseeing all aspects of the company's payroll operations. This individual ensures that all employees are paid accurately and on time, while maintaining strict compliance with federal, state, and local regulations. Beyond processing, the Payroll Supervisor leads a team of payroll specialists, drives process improvements, manages payroll systems, and serves as the primary subject matter expert for all payroll-related inquiries. This role is a vital link between the Finance, Human Resources, and Operations departments, safeguarding the company's financial integrity and supporting employee morale through reliable and accurate compensation.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Senior Payroll Specialist / Administrator
  • Lead Payroll Coordinator
  • Staff Accountant with payroll focus

Advancement To:

  • Payroll Manager
  • Compensation & Benefits Manager
  • HRIS Manager

Lateral Moves:

  • HR Generalist (with a compensation focus)
  • Accounting Supervisor

Core Responsibilities

Primary Functions

  • Supervise and coordinate the activities of the payroll staff, providing leadership, training, and guidance to ensure the team meets its objectives with accuracy and efficiency.
  • Oversee the end-to-end processing of multi-state payroll, including garnishments, benefits, and taxes, ensuring compliance with all relevant laws and company policies.
  • Review and approve payroll data entries and changes, including new hires, terminations, and pay rate adjustments, to ensure data integrity before final processing.
  • Act as the main point of contact for complex payroll inquiries and escalated issues from employees and managers, providing clear and timely resolutions.
  • Manage payroll-related reporting, including weekly, monthly, quarterly, and year-end reports (e.g., W-2s, 1099s, 940s, 941s) for management and government agencies.
  • Ensure compliance with all federal, state, and local payroll, wage, and hour laws, including managing tax filings, audits, and statutory reporting requirements.
  • Reconcile payroll prior to transmission and validate confirmed reports to ensure accuracy, working closely with the accounting team to resolve any discrepancies.
  • Administer and maintain the payroll system (e.g., ADP, Workday, UKG), overseeing system updates, configuration changes, and troubleshooting technical issues.
  • Lead the implementation of payroll process improvements, identifying opportunities for automation and increased efficiency to streamline workflows.
  • Manage time and attendance system data, ensuring accurate recording of hours worked, paid time off, and other leaves.
  • Oversee the processing and reconciliation of employee benefits contributions, such as 401(k), health insurance, and other voluntary deductions.
  • Conduct regular audits of payroll records, procedures, and internal controls to identify and mitigate risks and ensure ongoing compliance.
  • Develop and maintain comprehensive payroll documentation, including process guides, checklists, and training materials for the payroll team.
  • Collaborate with the Human Resources department on matters such as employee onboarding, terminations, benefits administration, and policy updates.
  • Stay current on emerging trends, legislation, and best practices in the payroll field to ensure the organization's processes remain current and compliant.

Secondary Functions

  • Support the Accounting department with month-end closing procedures, including journal entries, account reconciliations, and variance analysis related to payroll.
  • Assist in special projects as assigned, such as system upgrades, mergers and acquisitions, or the implementation of new compensation programs.
  • Develop and deliver training sessions for managers and employees on payroll-related topics, such as timecard approval and understanding payslips.
  • Generate ad-hoc reports and conduct data analysis for Finance, HR, and senior leadership to support budgeting, forecasting, and strategic decision-making.
  • Participate in internal and external audits by providing necessary documentation, reports, and explanations of payroll processes.
  • Collaborate with IT and HRIS teams to test and implement new system functionalities or integrations that impact payroll.

Required Skills & Competencies

Hard Skills (Technical)

  • Expert-Level Payroll Processing: Deep understanding of full-cycle payroll processing for exempt and non-exempt employees in a multi-state environment.
  • Payroll & HRIS Systems: Proficiency with major payroll platforms such as ADP Workforce Now, Workday, UKG Pro, or similar enterprise-level systems.
  • Regulatory Compliance: In-depth knowledge of federal, state, and local tax regulations, wage and hour laws (FLSA), and garnishment rules.
  • Microsoft Excel Mastery: Advanced skills in Excel, including VLOOKUP, pivot tables, and complex formulas for reporting and reconciliation.
  • Payroll Accounting: Strong ability to perform payroll reconciliations, journal entries, and general ledger analysis.
  • Reporting & Analytics: Skill in creating and analyzing detailed payroll reports to support business decisions and ensure data accuracy.

Soft Skills

  • Leadership & Team Management: Proven ability to lead, mentor, and develop a team, fostering a collaborative and high-performance environment.
  • Meticulous Attention to Detail: An unwavering commitment to accuracy and precision in all tasks, recognizing the critical impact of payroll on employees and finances.
  • Problem-Solving & Analytical Thinking: Strong aptitude for identifying issues, analyzing complex situations, and implementing effective solutions.
  • Communication & Interpersonal Skills: Excellent verbal and written communication skills, with the ability to explain complex payroll information clearly and professionally to individuals at all levels.
  • Confidentiality & Discretion: Utmost integrity and ability to handle sensitive and confidential employee and company information with professionalism.
  • Time Management & Organization: Exceptional organizational skills with the ability to manage multiple priorities, meet strict deadlines, and thrive in a fast-paced setting.

Education & Experience

Educational Background

Minimum Education:

  • Associate's degree or equivalent work experience in a relevant field.

Preferred Education:

  • Bachelor's Degree
  • Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) is highly desirable.

Relevant Fields of Study:

  • Accounting
  • Finance
  • Business Administration
  • Human Resources

Experience Requirements

Typical Experience Range: 5-7 years of progressive payroll experience, with at least 1-2 years in a lead or supervisory capacity.

Preferred: Demonstrated experience leading a small team, managing payroll for an organization with 500+ employees across multiple states, and experience with a recent payroll system implementation or major upgrade.

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