Payment administrators track employee hours and ensure they are paid correctly, as well as manage payments to vendors and suppliers. Qualifications vary, with some only needing data entry experience while others require formal training in finance or accounting. They also measure actual costs against projected estimates and act as negotiators.
People who work as pay administrators are usually responsible for tracking the hours employees work and ensuring they are paid accordingly. These professionals may also be responsible for tracking the services an organization uses, such as material deliveries, and ensuring that vendors and suppliers are paid for their services. In some cases, a payment administrator may be expected to act as an accountant. He or she is responsible for ensuring that all workers are paid in accordance with laws and regulations set forth by government agencies. In these scenarios, a payment administrator can also participate in auditing and budgeting processes.
The qualifications companies require of their paying administrators vary based on the tasks they are responsible for completing. For example, companies where a paying administrator must only enter data for employee hours worked may only need an associate’s degree or experience to perform data entry in an office environment. In organizations where payments administrators must serve as members of the accounting or financial planning departments, they often need to have formal academic training in areas such as finance or accounting. These top-level pay administrators can also benefit from many years of experience in accounting or payroll departments, as well as earning professional accounting certification.
Much of a payments administrator’s job includes entering data and reviewing it to ensure it’s consistent. In other words, payment administrators can measure actual costs against projected estimates and determine how and why those amounts might differ. It is also common for a payroll administrator to set labor budgets and estimates and ensure workers put in the appropriate amount of hours.
When a paying administrator works for a taxi, limousine, or other type of transportation service, he or she is responsible for collecting and entering driver data. This type of professional can use gauges or software to determine how far a driver has traveled and how many passengers he has picked up. An administrator can then calculate how much an organization owes its service drivers.
It is common for a payment administrator to act as a negotiator. When this type of professional is responsible for paying suppliers and other service providers, he or she can ensure that the terms of a contract are being followed and that the costs and terms of service are satisfactory to both parties. It is also normal for a pay administrator in a payroll department to help employees who believe they have been underpaid or who want permission to work overtime.
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