Payroll Coordinator

All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).

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Position Purpose:
The Payroll Coordinator is responsible for overall coordination of student payroll processing and compensation administration. The Payroll Coordinator serves as the subject matter expert in supporting administration, supervisors, and employees in a wide range of human resource and operational areas.  The primary focus of this role is providing the coordination of student payroll processing to ensure the accurate and timely processing of student payroll, coordination of employee payroll functions, and administration of compensation-related processes. This position serves as a knowledgeable resource for employees and departmental contacts across the university, ensuring compliance with institutional policies, regulatory requirements, and established payroll procedures.

This position is considered confidential as defined by M.S. 13.37, as it accesses and utilizes information pertaining to labor relations, serves as a resource to management for labor relations information, provides assistance and information for use in the development of a strike plan.

Responsibilities:
1: Student Payroll Processing

• Enters, maintains, and/or processes information in the student payroll system; information may include student worker hourly rates, salaries, commissions, bonuses or other compensation, time worked, paid leave and holidays, deductions and withholding, address changes, and other information.
• Ensures proper processing of student payroll deductions for taxes, benefits, charitable contributions, and other deductions.
• Reconciles student payroll to the general ledger and monthly bank statements.
• Issues, or reissues, physical or replacement checks or direct deposits due to payroll errors or final discharge.
• Records and processes federal and state student payroll tax deposits.
• Implements, maintains, and reviews payroll processing and accounting systems to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions.
• Ensures accurate and timely processing of payroll updates including new hires, terminations, and changes to pay rates.
• Prepares and maintains accurate records and reports of payroll transactions.
• Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices.
• Facilitate audits by providing records and documentation to auditors.
• Identifies and recommends updates to payroll accounting software, systems, and procedures.

2: Employee Payroll Coordination

• Serves as a primary departmental resource and subject matter expert for payroll-related inquiries, providing guidance to employees on topics such as overpayments, vacation accrual limits, work schedules, timesheet completion, basic compensation questions, FLSA time reporting, and wage garnishments.
• Develops and delivers clear, timely communication to university employees regarding payroll processes and requirements, including maintaining payroll calendars, supporting timesheet and absence reporting, and providing guidance on tax-related matters.
• Administers the university’s tuition waiver program, including processing requests, managing taxation implications, and coordinating with the HR Service Center (HRSC) to ensure accurate and compliant administration.
• Research payroll issues to assist with preparation of bargaining materials.
• Serve as a resource to supervisor and administration for labor relations information, as defined in M.S. 13.37, used in collective bargaining. 
• Review union proposals when asked and provide observations and analysis. 

3: Compensation Administration

• Coordinates the University shared employee and inter-agency agreement processes, ensuring agreements are accurately completed, appropriately approved, and processed in alignment with institutional policies and timelines; monitors payment status and resolves discrepancies to ensure timely and accurate compensation.
• Advise on and explain human resources policies, laws and collective bargaining agreements and plans to departments, supervisors, and employees so that the institution’s compensation activities are in compliance, including writing informational material. 
• Provides guidance to departments, supervisors, and employees regarding eligibility for merit-based, performance-based, and progression increases, as well as work out-of-class assignments; interprets applicable policies, contracts, and compensation frameworks to support consistent and equitable decision-making.
• Partners with directors and supervisors to initiate and process additional compensation, including stipends, overloads, and honoraria; ensures appropriate documentation, approvals, and clear communication to employees regarding payment timing, taxation, and impacts to base compensation.
• Coordinates the administration and payment of adjunct stipends related to annual training and new faculty orientation, ensuring accurate tracking, timely processing, and compliance with established agreements and payroll schedules.
• Supports fiscal year-end and new fiscal year roll processes, including contract implementation, compensation updates, and system readiness; serves as a liaison to the Human Resources Service Center (HRSC) for compensation-related inquiries and service tickets, facilitating timely resolution.
• Assists with internal and external audits, reporting, and compliance reviews related to payroll and compensation functions; prepares documentation, analyzes data for accuracy, and implements corrective actions as needed to maintain compliance with institutional, state, and federal requirements.
• Coordinates unemployment insurance (UI) reporting and documentation, including responding to claims, verifying employment and wage information, and partnering with appropriate internal and external stakeholders to ensure accurate and timely submissions.

4: Faculty Workload Management (FWM)

• Serves as the campus-level resource for Faculty Workload Management (FWM) users and approvers, including provisioning system access and delivering advisement and training to ensure effective and compliant system use.
• Provides expert technical guidance on assignment type codes and pay configurations to support timely and accurate faculty compensation.
• Performs routine audits and quality assurance reviews of FWM data and transactions to ensure accuracy, compliance with institutional policies, and alignment with payroll processing requirements.
• Communicates proactively with Deans and administrative staff regarding approval deadlines established by the Human Resources Service Center (HRSC), supporting timely submission and accurate faculty pay disbursement.
• Acts as the primary liaison to the HRSC for FWM-related inquiries and service tickets, facilitating issue resolution and ensuring continuity of operations.

Minimum Qualifications:

• Two years of experience providing administrative support in payroll processing and/or human resources administration.  A Bachelor’s degree in Human Resources or related area, may substitute for one year of experience and an Associate’s degree in Human Resources or related area, may substitute for six months of experience.  
• Requires a solid foundation in basic mathematics, including addition, subtraction, multiplication, division, and percentages, with the ability to accurately calculate wages, taxes, deductions, and adjustments in a payroll environment.
• Requires working knowledge of Microsoft Excel, including the ability to use formulas, functions (ex: SUM, VLOOKUP, pivot tables), and spreadsheets to organize, analyze, and reconcile data with a high degree of accuracy.
• Proficient written and verbal communication skills.
• Strong computer skills with experience using software such as HRIS systems, Microsoft 365 suite, Zoom, and Adobe.

Preferred Qualifications:

• Knowledge of or experience working with collective bargaining agreements, Minnesota State, Minnesota Management & Budget and/or university policies. 
• Certified Payroll Professional (CPP) certification.
• HR Certification (SHRM-CP or PHR). Demonstrated ongoing professional HR development.
• Strong customer services principles and adherence to the MSUM core values of Grit, Curiosity, and Heart. 

Other Requirements:

• The successful candidate must be able to lawfully accept employment in the United States by the day employment begins. The University regrets that we are unable to offer H-1B sponsorship at this time.
• A completed application will include a resume and cover letter.

Work Shift (Hours / Days of work): Monday - Friday; 8:00am-4:30pm

Telework (Yes/No): A hybrid telework arrangement of up to 25% may be considered following the successful completion of the probationary period. The position requires an initial on-site work schedule.

About: Minnesota State Moorhead is a vibrant community that pushes you to forge your own path. Help shape a campus where students thrive, connect, and lead!

Salary is commensurate with experience and qualifications and is subject to the terms and conditions of the applicable bargaining unit agreement or personnel plan.

Benefits Information:

At Minnesota State, we take your well-being and work-life balance seriously. We offer a comprehensive benefits package that features low-cost medical and dental insurance with affordable deductibles, employer-paid life insurance, short- and long-term disability, and pre-tax healthcare and dependent care accounts with a roll-over option. To further support your holistic health, employees also have access to a confidential Employee Assistance Program (EAP) for mental health, legal, and financial counseling. Detailed plan details, rates, and coverage choices can be reviewed directly via the State Employee Group Insurance Program (SEGIP) website.

To support your life outside of work, our package includes 12 paid holidays, generous vacation and sick time, and six weeks of Paid Parental Leave. We also help you secure your financial future with a robust Pension Plan, 457(b) and 403(b) retirement accounts, and various investment options. Furthermore, we invest in your growth by providing dedicated professional development and tuition waivers for both you and your dependents. Please note that specific benefit eligibility and coverage levels may vary depending on the type of position, employee classification, and collective bargaining agreements.

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