MockQuestions

Payroll Specialist Mock Interview

34 Questions Created By

To help you prepare for your Payroll Specialist interview, here are 34 interview questions and answer examples.

First Question

34 Payroll Specialist Interview Questions

10 Interview Questions With Sample Answers

1.   If an employee called in with a payroll complaint, how would you handle it?

How to Answer

The interviewer wants to see that you express empathy and understand how concerning payroll challenges are for employees. They also want to know that you can handle the issue through critical problem-solving. Perhaps you take detailed notes of the employee's complaint and then get to work solving the issue. Maybe you talk through the issue together so that you can solve the payroll problem right away. Sometimes payroll issues need time to figure out. In these instances, inform the interviewer that you express your apologies to the employee and provide an approximate timeline for a solution.

Entry Level Example

"As a Payroll Specialist, I am a service provider and the employees that I serve always remain one of my primary areas of focus. For that reason, any valid payroll complaint, such as a missing direct deposit, should be dealt with immediately. When I receive a payroll complaint, my first reaction is to apologize and empathize. Then, I look into the matter ASAP. I take detailed notes of the situation and begin to troubleshoot. Often, the issue comes down to a simple coding error, and I can quickly repair the issue. However, there are times when I need to dig deeper. In that case, I keep the employee updated on the progress and offer a written cheque to supplement their financial concerns until I can resolve their payroll issue."

Answer Example

If an employee reached out with a payroll concern I would listen to the concern, research the issue and find a resolution as soon as possible. I would also note the payroll error and inform the appropriate manager. Payroll concerns are sensitive since employees are relying on their paycheck to be accurate and timely. For that reason, I believe any employee's payroll-related concerns should be resolved within 24 business hours.

Written by Rachelle Enns on March 6th, 2021

Senior Level Example

I would research and resolve their issue and let them know when the task has been accomplished. If it takes more than 24 hours, I would give them interim updates to keep them informed of what is happening.

When the task is complete, I would look at trends as it relates to the issue. If it was a system error, can the system be changed. If the issue has happened with others and it is a user error, perhaps additional training should be provided to the employees. If it is the same employee who keeps making the same mistake, then their supervisor should be informed so they can coach the person toward being more successful.

Written by Carrie Nelson on October 28th, 2022

2.   Do you plan to open up your own accounting or payroll firm?

How to Answer

The interviewer wants to know if you view this job opportunity as a stepping stone to your own business endeavors or if you plan to stay with their organization for the long term. Show the employer that you are excited about this opportunity, and you look forward to being on their team for the foreseeable future. Display enthusiasm to learn and grow with the organization, and mention that you are grateful for the opportunity to discuss the Payroll Specialist position.

1st Entry Level Example

"I am new to my career as a Payroll Specialist and it's important to me that I contribute to a team for at least ten years before considering any independent work. It's essential that I contribute to a team while learning and growing from superiors who can teach me the foundations of this role. Right now, and far into the future, it is my greatest interest to be part of a talented team like this one."

Written by Rachelle Enns on March 6th, 2021

1st Experienced Example

"I have been looking for an opportunity to learn and grow with a larger organization that will offer me the chance to prepare payroll reconciliations at a larger scale. I work well with a diverse team of experts, so, for that reason, owning my own consultancy or working independently does not interest me. I am truly excited about this opportunity with Company XYZ, and plan on growing with your esteemed team for many more years to come."

2nd Experienced Example

No, I do not have plans to open my own accounting or payroll firm. I am happy to work for someone else and I want to contribute in that way. More specifically, I want to work for this company because it has a good reputation, I am passionate about the work that you do, and I want to be part of this great team of workers.

Written by Carrie Nelson on October 28th, 2022

3.   What are your future plans with the company?

How to Answer

The interviewer wants to know about your career goals and aspirations for a title promotion over time. Be realistic in your timeline for achieving growth. Show enthusiasm for your work as a Payroll Specialist by keeping the bulk of your answer focused on the way you plan to make an impact in this particular job.

1st Entry Level Example

"I am excited about the opportunity to work as a Payroll Specialist for your organization. I believe that this will be a great learning opportunity for me. Some years down the line, I want to earn my way into a team lead or payroll supervisory role; however, I have a lot of experience to gain in this role in the meantime."

1st Experienced Example

"It is important to me that I grow personally and professionally, regardless of potential title promotions. In this Payroll Specialist role, I welcome the opportunity to learn and thrive while eventually taking on a leadership position as I prove my capabilities. Most of all, I plan to add value and build meaningful relationships that serve the greater good of the company."

Written by Rachelle Enns on March 6th, 2021

2nd Experienced Example

My initial plans are to learn as much as possible. Not just about the company and processes but also about the people and the culture. I want to build relationships and trust. I hope that over time, I can prove myself and be considered for more responsibility.

Written by Carrie Nelson on October 28th, 2022

4.   What have you done to improve your written and verbal communication skills?

How to Answer

The interviewer wants to know that you put effort into enhancing your communication, regardless of your professional experience level. Discuss your preferred methods for honing your verbal and written communication skills. You can also discuss how you utilize your new skills in the workplace. If you have noticed a marked improvement from your efforts, be sure to mention this improvement.

1st Answer Example

"To improve my verbal communication skills, I attend meetings with a group of international residents in the county and have discussions with them over several topics. I have also been an active member of a photography club where we share information about new techniques and tricks for improving our skills. Apart from that, I attend webinars related to payroll that improve my language skills while keeping me updated on important industry and regulatory changes."

2nd Answer Example

"Clear communication has been one of my keys to success during school and my recent internship. To continually improve, I use mixed written communication methods while connecting with my leaders and peers. To enhance my verbal communication skills, I recently joined Toastmasters. So far, I have gained a lot of confidence when presenting to small groups."

Written by Rachelle Enns on March 6th, 2021

1st Experienced Example

In my current position, some of the employees were struggling with understanding the timesheet and payroll system. So I updated the written instructions and I tested it on several people including new and existing employees to gather their feedback. This allowed me to improve my written skills in a hands-on way.

I also created and presented a webinar for employees who learn more visually. After the webinar, the employees completed a survey and rated the experience. I was given an 8 out of 10. However, it was their written comments that helped me improve even more on my verbal skills moving forward.

Written by Carrie Nelson on October 28th, 2022

5.   What are the most important attributes a Payroll Specialist should have?

How to Answer

The interviewer wants to see that you understand the attributes required to succeed in this role and with this company. Most of all, they are seeking assurance that you possess these attributes yourself. Take a look at the job description before heading to the interview, and you will see what attributes are most important to the role. These characteristics will likely be listed in the 'Qualifications' section of the job posting. You will likely see mention of attributes like great attention to detail, strong verbal and written communication skills, robust interpersonal skills, and the ability to solve complex problems. Discuss what you believe to be the most important attributes for a Payroll Specialist to possess and why. Then, provide evidence that you will bring these characteristics to the workplace.

Entry Level Example

"I understand that the attibutes the hiring company is looking for, and some of the most important in this role overall include strong interpersonal skills and the ability to work cross-departmentally. I am able to get along with many personalities and work closely with various groups. For instance, when I was completing my internship, I (tell a brief story of a time when your interpersonal skills shined through). Throughout my time in university, I worked hard to ensure that I could work across various groups and with different professors. This skill will come through very well when I liaise between various department. I look forward to showing this organization these attributes, and more, in action."

Written by Rachelle Enns on March 6th, 2021

Answer Example

"I believe that attention to detail, accuracy, and precision along with commendable communication skills are some of the most important attributes a Payroll Specialist should possess. I put attention to detail and accuracy at the highest importance. For instance, when I (tell a brief story of a time when your attention to detail directly impacted the workplace). Since the beginning of my career, I have worked hard to ensure that my written and verbal communication is spot on. For instance, I...(give details of how you have worked to perfect your communication skills). With these attributes, I can avoid mistakes, which in this profession is a top priority."

Experienced Example

The most important attributes for this position begins with organization skills and attention to detail. That is of course paramount. Then it involves building trust and credibility because this is an important position. More specifically, you need to be professional at all times and make sure to maintain confidentiality of the data. It also important to have good people skills and offer excellent customer service. Payroll is a serious matter and it is important to show people respect and concern when they have any kind of question or concern.

Written by Carrie Nelson on October 28th, 2022

6.   Describe a typical payroll day in your current position.

How to Answer

The interviewer would like details around how you organize your payroll days. Perhaps you have a special checklist that you utilize on the day you run payroll, or maybe your software system has a checklist for you. Provide the interviewer with an overview of what an average payroll day looks like for you, remembering that the interviewer's goal is to hear that you are organized, diligent, and pay attention to detail.

1st Experienced Example

"I have a monthly checklist with different due dates. I split tasks from the start, middle, and end of the month. Then, I put all of these tasks in my Google calendar and set up alerts. Using these organizational tools, I never miss a deadline and focus on efficiency rather than waste time trying to remember what tasks are next. Missing even a single pointer can mean a delay in employee salary distribution which is unacceptable. This importance is why I am sure to remain diligent and pay attention to every deadline and detail."

1st Answer Example

"One of the things I love most about my work as a Payroll Specialist is there is no such thing as a 'typical' day. I am always managing an aspect of the payroll cycle, whether in preparation, inputting, processing or auditing. As always, things will come up that my team and I address, such as payroll inquiries from business leaders or employee compensation questions. This variety keeps my role interesting since I love to problem-solve. I'd love it if you could take me through an average day in this position with Company XYZ."

Written by Rachelle Enns on March 6th, 2021

2nd Experienced Example

It depends on the day. On a payroll processing day, I have a list of tasks that I perform and each task is completed at a certain time. For example, reviewing timesheets and sending reminders for anything that is incomplete, reviewing and recent payroll or benefit changes in the system to ensure accuracy, then the final timesheet upload, and payroll processing.

The day after payroll is processed, I focus on creating xx number of payroll reports and transmitting and validating the 401(K) information.

Written by Carrie Nelson on October 28th, 2022

7.   How do you ensure that payroll is paid correctly and on time?

How to Answer

The interviewer wants to know that you will handle their volume and the unique needs of their organization. Show that you will give careful thought to their unique payroll set-up and that you will take the time to learn the ins and outs of their process. You can discuss how you will utilize the notes feature in your payroll software to document any special requirements.

1st Answer Example

"I use Excel and take extensive notes while doing my job. I keep my work organized and plan steps in advance. I have worked around special pay items to make sure that employees are paid correctly and on time. Checklists are an effective practice and I have found they work well in measuring an efficient payroll each cycle. I will create checklist items for any unique contract or special payment terms. Then, I double check to make sure the inputs are accurate before each payroll cycle."

2nd Answer Example

"One of the most effective practices I have found works well in measuring an efficient payroll each cycle is utilizing checklists. Simply put, I will create checklist items for each special contract or unique payment terms to ensure we are double or triple checking the inputs to measure accuracy each cycle."

Written by Rachelle Enns on March 6th, 2021

1st Experienced Example

I have a system of checks and balances and I make sure that system is followed properly for every payroll. This includes a pre-check of the system including any recent changes. I maintain a list of all changes such as raises, bonuses, new employees who started this pay cycle, etc. After I implement any changes, I double check each one, line-by-line to ensure accuracy. I do the same with reviewing timesheets and cross checking the hours from the timesheet system and the final payroll. A final preview is also conducted before payroll is transmitted and total numbers are compared to budget.

Written by Carrie Nelson on October 28th, 2022

8.   How do you remain up-to-date on payroll rules and techniques?

How to Answer

The interviewer wants to know that you are diligent with remaining in-the-know of payroll rules, laws, and techniques to optimize your time and efficiency. Perhaps you receive email updates from an HR governing body that shares updates, tips, and tricks. Maybe your payroll vendor keeps you in tune with new rules and techniques on their homepage or your dashboard. Or, perhaps you attend payroll-related conferences, seminars, and webinars. Be sure to mention any professional payroll organizations you regularly participate in or hold a membership with. Finally, mention that you network with other payroll professionals in or outside of your company to see what new techniques they are using.

1st Answer Example

"I read a few reputable blogs related to payroll, HR, and compensation law. I also follow a few forums online that hosts people in the payroll industry that I trust. Once per year, my current employer arranges for me to attend a payroll-related conference. When I return from these conferences, I hold a weeks' worth of lunch 'n learns to pass my knowledge on to the department. It's very important to me that I remain in-the-know of payroll-related law and strategies so that I am as accurate and efficient as possible for my employer."

2nd Answer Example

"Remaining in-the-know is a critical part of maintaining compliance and staying current on industry changes and news. I am an active member of multiple payroll associations such as A, B, and C. I read the news every day and am connected with the IRS/DOL on any changes that may impact my work and the efforts of my team."

Written by Rachelle Enns on March 6th, 2021

1st Experienced Example

The payroll provider is actually excellent at keeping the Payroll Admins informed of payroll rules and techniques. This includes the various federal and state payroll laws and policies that are always sweeping the nation. But it also includes information about the payroll system itself and the upgrades they are continually making to enhance the program.

I am also a member of xx association and receive their weekly updates and attend their quarterly meetings. During the meetings, there is open dialog between the Payroll Admin from dozens of companies and we learn tips from each other. We also have a chat page on the website to share ideas or questions.

In my current job, I am responsible for processing payroll in xx number of states so I block xx minutes in my schedule per week to spend time reading the articles and/or program upgrades to see if the information is valuable for my position. I am always looking for ways to improve and do my job even better.

Written by Carrie Nelson on October 28th, 2022

9.   We spend considerable time editing our timesheets to ensure no errors are present. How do you approach finding and fixing an error?

How to Answer

Timesheet mistakes will occasionally happen, but that is why you are diligent with checking and editing. Sometimes timesheet errors are 'one and done' situations where you correct the issue move on. Other times, errors occur regularly. In these cases, discuss how you collaborate with your team and troubleshoot to ensure that the issue is fixed so that it does not continue to cause payroll problems in the future.

1st Answer Example

"In payroll, we do account for human error, which occurs when tasks are manual. I do work to automate as many tasks as possible so that our team can avoid unnecessary timesheet errors. I always check the timesheets for errors in advance. If I find an error, I check with the appropriate person or department manager for clarification and then make the necessary adjustments. If the situation occurs regularly, I will work directly with the involved individuals to train them on the current inputs so that their situation does not continue to occur."

2nd Answer Example

"From what I understand, timesheet errors can be quite common. While completing my practicum with Company ABC, very few payroll tasks were automated. This meant there was more room for human error. Proper timekeeping is crucial to a company, the employees and by law, so it is important that errors are corrected in a timely fashion. If I notice frequent errors from a common denominator, I will work with that team member or department lead to ensure training at the source."

Written by Rachelle Enns on March 6th, 2021

1st Experienced Example

First, I would gather information from multiple people to learn more about what errors are occurring and why. Then I would seek to fix them. If the issue is human error, then I would make sure there are clear instructions that are presented both verbally through training videos and in writing. It can also be helpful to provide examples if what a correct timesheet looks like and what an incorrect one looks like. We could even create a mandatory training for all employees, if needed. We also need to make sure the managers are trained in correcting errors before it gets to payroll. They can also help with training employees who do not understand.

If the errors are coming from the system then we need to talk to the payroll provider to see if they can help make edits. As an example, if a certain pay code should only be used by one group of employees, then they should be the only one to access that code. The payroll provider has a vested interest in keeping you happy and that relationship should be leveraged whenever possible.

Written by Carrie Nelson on October 28th, 2022

10.   What information do you require before you approve payroll?

How to Answer

Each organization will likely have different controls in place before approving payroll. Of course, you will need all timesheets approved, compensation changes entered, bonuses allocated, relocation assistance entered, and any other special data for the week addressed. Be sure to mention these items in addition to what your current process is. You may have a checklist built into your payroll software, or perhaps you have a checklist in place; be sure to mention these tools too.

1st Entry Level Example

"I take a close look at everything before approving payroll, including the total number of hours, paid time off, bonus and commission payouts, and more. I also look at reported expenses and match them against expected expenditures. It is my duty to take the payroll process seriously, which means ensuring all necessary checks have been carried out and all procedures are followed to the letter."

Written by Rachelle Enns on March 6th, 2021

1st Experienced Example

"It depends on the methodology we are using to calculate the payroll for the employees. If we have a payroll system in place, we always have a ready-to-use checklist, and we need to ensure that all the items in the checklist are in place. But, if there is no system and we have to do it on our own, I prefer using Excel and have my own checklist of items according to which I usually need all timesheets approved, compensation changes entered, bonuses allocated, relocation assistance entered, and any other special data for the week addressed. In the organization that I currently work, we use a payroll system, so we have a checklist that we follow."

2nd Experienced Example

We have written policies for everything that is required including the timeframe when everything needs to be submitted to me. For example, all timesheets must be approved by a supervisor by noon on Monday for processing on Tuesday. Any off-cycle raises or bonuses must be approved by a VP. Any employment changes such as a new employee joining or an existing employee changing benefits, must be approved by a Human Resource Business Partner prior to payroll being run. I have to make sure the proper approvals were conducted and are saved in the system for auditing purposes before they are implemented.

Written by Carrie Nelson on October 28th, 2022

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