If you are going to get the right people to apply for jobs at your company, a solidly written job description is going to be required. Working as a recruiter or hiring manager, you often have several open positions on your plate that you need to fill at any one time, making it needlessly laborious to have to comb through stacks of resumes and hundreds of emailed applications in order to find one person who is at least qualified. The right job description will not only discourage the underqualified or less passionate people from applying, but will also invite talented individuals to get in touch with you, thereby making your task far simpler. For some inspiration, check out the Payroll Supervisor job description sample below.
Payroll Supervisor Job Summary
Every firm requires people who are specialized in managing employee payment in order to keep the wheels turning, and ours is no exception. It will be your job to process and compile payroll information while also keeping records of said payments.
Payroll Supervisor Job Responsibilities and Duties
- Achieves the human resource objectives for payroll by choosing, training, disciplining and counseling employees, conveying the expectations of their jobs, recommending compensation according to their contributions, all while keeping with the policies of the company.
- Keeps with the financial standards for payroll by picking out any variances and issuing corrections, keeping records of expenditures and providing information for the formulation of annual budgets.
- Keeps with the operational standards of the company by solving issues, finding areas for improvement, meeting expectations for customer service, production and quality, and helping with the formulation of reviews and plans.
- Reviews current records and enters any new changes in insurance or exemptions as well as paid-time not worked, deduction, pay, status and earned vacation.
- Maintains balance in payroll accounts by dealing with any discrepancies, starting journal entries and auditing information.
- Prepares compensation for employee distribution by checking time records, totaling and creating electronic transfers, checks and quarterly incentive bonuses as needed.
- Assesses any liabilities for payroll by entering information regarding employee taxes, 401k direct deposits and transfers, garnishments and wage assignments.
- Keeps company life insurance for employees up to date by preparing requests for checks, updating calculations and beginning the disbursement process.
Payroll Supervisor Skills and Qualifications
- Knowledge of basic structures for compensation, taxes and wages
- Benefits administration
- Proficiency in information analysis
- Workers’ compensation knowledge
- Practiced in confidentiality
- Attention to detail
- Effective communicator
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What to Include in Your Payroll Supervisor Job Description
The trick to getting your Payroll Supervisor job description right is to find just the right amount of information to present to readers. Should you present a hard figure for the position’s salary right out of the gate? What are the keywords to include that are going to appeal to right people? Read on for advice on the content of your writing.
• Job Title and Summary – The job title is the first thing most jobseekers are going to see in their searching. Before you write a single sentence, you must first develop a job title accurately depicts the level of authority given to the position (junior, assistant, etc.) while also giving readers a taste of what they can expect in terms of the company’s culture and expectations. Follow this up with one to three sentences that give a sense of the position’s purpose as well as some of the major tasks it entails.
• Main Responsibilities – After offering a taste of them in the summary, you should immediately continue with a section that offers more elaboration on the main responsibilities of the payroll supervisor at your company. Include anywhere from five to ten points, starting each with a verb so as to convey action and purpose. Readers will also appreciate if you can give them an idea of what portion of a typical work day will be spent on each task.
• Qualifications – This is the section that is going to do a great deal of the heavy lifting in terms of narrowing down the field of candidates. You should start this section by first listing the qualifications that are going to be absolutely necessary for doing the payroll supervisor job effectively, such as the kind of computer systems he or she will need to be able to use. After this, you can include other qualities that you would prefer applicants to have.
• Company Overview – While the qualifications section is largely for your benefit when the time comes for you choose a person for the open position, this is the section that many readers are going to look to in order to determine whether they are going to fit is well at your company. Make sure that this is an accurate representation of your company’s culture and mission while being welcoming.
• SEO – When someone is looking for a new job in a specific industry, he or she is going to use terms in popular search engines such as Google, Bing and Yahoo that are related to that industry. To that end, make sure that your job description uses plenty of keywords that appeal to this sensibility so that your description pops up on the first page of their search results.
If you can keep your writing brief and directly relevant to the kind of people you want to hire, the top workers in the field are going to be getting in touch with you in no time.
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Writing Your Payroll Supervisor Job Description: Dos and Don’ts
When you have your job description completely written, go back through it one more time, keeping the following principles in mind to ensure you have a quality document.
• Do make sure guidelines for submission are clear.
• Don’t use broad language when describing the position.
• Do be up front about your company’s salary policies.
• Do include the company’s location.
Best Practices for Writing Job Descriptions
- Even though the above Payroll Supervisor job description sample is a great blueprint from which to create your own for your company, the reality is that you are going to have to fill positions in the future for which there won’t be such specific advice. When that happens, there are a few basic principles that you should keep in mind so ensure that you produce a great document every time.
- Do demonstrate the personality and culture of your company. In terms of narrowing the field of candidates, this is by far one of the most effective ways of doing so. If, through your writing, you can give readers a sense of what it will be like working at your company, you are far more likely to hear from people who are close to the elusive concept of an ideal candidate.
- Don’t use text blocks to present your information. Though the goal of a job description is to present a solid amount of information in a small amount of space, this should not be done using text blocks. This method of presenting information, while it does save space, makes it difficult for readers to parse out important points. Showing a dedication to clarity and organization in your job description reflects well on your company in the eyes of potential candidates.
- Do bring up any special experience required for the position. If you’re going to need the person you hire to be familiar with a certain kind of software, for instance, make sure readers know about it.