Purchasing and Payroll Coordinator
University of Minnesota, Saint Paul, MN, United States
About the Job
Title:
CSE Purchasing and Payroll Specialist
Job code:
8221FN (Fin Pro 1)
Employee Group:
Civil Service
Full/Part Time (FTE):
Full time, 100%
Regular/Temporary:
Regular
About the Job:
This is a temporary position for one year, with the possibility of extension depending on the needs of the college.
Description:
This position is a part of the College of Science and Engineering's Payroll and Purchasing Support Team, and duties will cover process management and coordination in both purchasing and payroll support as needed by the college.
Location and Work environment:
Hybrid work schedule; at least three days from campus and up to two days from home. Work location on campus will vary based on specific department assignments, but will be on the East Bank of the Twin Cities campus.
Work Schedule:
Monday-Friday, 8:00-4:30 (exact start and end times are negotiable). Small amounts of overtime may be required occasionally throughout the year (generally totaling less than 20 total hours per year).
Visa Language:
Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.
Primary Responsibilities
Purchasing (15-85%, depending on assignment)
Management and review of ePurch tickets to include:
Appropriate purchasing method
Completeness (chart-field string, justification, purchase details)
Appropriate approvals have been received
Additional required forms completion
TDX "Order Goods and Services" ticket submission to request purchasing entry by the FinOps team
Non-employee expense reimbursements, to include:
Collection of receipts and any needed forms and documentation with the reimbursee
Coordination of approvals with departmental accounting staff
PCard purchases on behalf of end users, including recurring PCard payments and ad hoc, as appropriate
Point of contact for unit staff requesting purchases, to include:
ePurch training
Issue resolution
Consultation for purchasing policy and procedure, and appropriate purchasing method
Point of contact for FinOps purchasing staff, Tax Management office, OGC, and other University offices, as the need arises through the purchasing process
Point of contact for department accountants regarding purchases
Attendance at unit finance staff meetings
Monitor "Manage Requisitions" to ensure budget check completion and address returned requisitions
Inbox management for unit purchasing email address
Receipt entry in EFS
Assist with vendor set up and supplier document preparation
Coordinate creation of IT software and hardware quotes with CSE-IT as needed
ePurch training and navigation guidance
Purchasing training for new faculty and staff
PCard transaction status monitoring/reporting to ensure timely reconciliation by FinOps
Additionally, some units may require support in the following areas:
Check deposits
Ad hoc Chrome River Navigator support
Annual training for graduate students
Non-PO voucher request submission
Provide accounts receivable training and guidance to CSE staff who submit billing requests to the University's financial operations center.
With the CSE Cluster Director, analyze billing scenarios for applicability of sales tax, customer's tax exemption status, accurate sales tax calculations for all states, and with guidance will consult with the tax management office on more complex tax scenarios when CSE finance staff seek guidance
Understand, explain, interpret, and apply university accounts receivable policy to various scenarios as needed to CSE finance staff
Collaborate with CSE's Cluster Director, Purchasing Manager, and other CSE Finance staff to obtain further guidance on best practices and policy as well as to request changes and updates to the customer record.
Payroll (15-85%, depending on assignment)
Appointment coordination within the department, including direct collaboration with supervisors, faculty, accountants, and other administrative staff to hire employees across all job families, and modify/manage payroll appointments
For graduate appointments, this includes coordination with accountants, GPCs, and other faculty to determine the appropriate job code and percent appointments, and ensuring offer letters are sent pursuant to the GLU-UE contract
For faculty summer appointments, this includes coordinating with faculty and accountants to determine their percent appointment and appropriate distributions each pay period
For fellowships, this includes coordination with accountants, faculty, external fellowship providers, and various offices at the University (IBAF, provost's office, etc.) to determine appropriate fellowship placement
For staff hires, this includes coordinating with the employee and their supervisor to ensure personnel data is gathered and entered into the appropriate data management system
Time and absence administration
Payroll pre-confirmation report review
Payroll verification report review
Pay forms completion for payroll updates, stop pay requests, overpayment corrections, and off-cycle check requests
I9 verification
TDX submission for the following ticket types to the University's HR-Ops center for processing:
Hire
End of Appointment
Mass Changes
Modify an Appointment
Person of Interest and UNS Fellowship
Update inactivated/suspended appointment
Coordination of merit entry process to include faculty payroll actions (e.g., sabbaticals, return from SWB, etc.)
Serve as point of contact for general employment questions from employees and supervisors within the department
Serve as a point of contact for the PEAK central-ops payroll specialists
HR approval of TDX tickets submitted by payroll coordinators, to include a review of:
Hiring approval
Salary approval
Approval for special pay scenarios
Completed I9 verification
Additionally, some units may require support in the following areas:
Offer letter creation for 'unit-recruited' appointments (including graduate students)
Visa management (under discussion)
'Internal Billing Authorization' (FA864) forms for UNS fellowships
'Graduate Assistant Health Plan Department Authorization Form' (GHAP) for fellowships
TDX submission for the following ticket types:
Post: Coordinate with unit admin, CSE-HR, and supervisors to request position postings
Payroll Accounting: Determine the need for, and request, distribution and retro-distribution updates
Complete and submit internal CSE approval request forms (as they exist in the future state):
Salary approval
Hiring approval
Concurrent GA/Fellowship approval form
Remote work approval form
Background check TDX form submission for employees who need background checks not covered during the recruiting process
Scholarship uploads
Qualifications
Required Qualifications:
BA/BS or a combination of related education and work experience to equal four years
Must be able to pass competency-based testing upon completion of training.
Documented problem-solving, attention to detail, and customer service skills.
Demonstrated excellent oral and written communication skills.
Preferred Qualifications:
Transactional experience in payroll, I9, or the J1/H1B visa application process in higher ed or similar industry
Experience with payroll systems and complex payroll transaction processing.
Experience working in higher education.
Experience with the University's HRMS to include appointment entry.
Experience with University payroll and budgets for a variety of appointments and funding sources.
Experience with 9-over-12 appointments.
Experience with P-card reconciliation OR requisition processing.
Knowledge of University policies, procedures, and systems.
Ability to be highly organized, detailed-oriented, and capable of handling multiple projects simultaneously.
Ability to work independently and as a member of a team.
Pay and Benefits
Pay Range:
$53,019.20 - $65,000 per year; depending on education/qualifications/experience
Time Appointment:
100% Appointment
Position Type:
Civil-Service & Non-Faculty Labor Represented Staff
Competitive wages, paid holidays, and generous time off
Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
Low-cost medical, dental, and pharmacy plans
Healthcare and dependent care flexible spending accounts
University HSA contributions
Disability and employer-paid life insurance
Employee wellbeing program
Excellent retirement plans with employer contribution
Public Service Loan Forgiveness (PSLF) opportunity
Financial counseling services
Employee Assistance Program with eight sessions of counseling at no cost
Employee Transit Pass with free or reduced rates in the Twin Cities metro area
While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.
Diversity Statement
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu
Employment Requirements
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
#J-18808-Ljbffr
Title:
CSE Purchasing and Payroll Specialist
Job code:
8221FN (Fin Pro 1)
Employee Group:
Civil Service
Full/Part Time (FTE):
Full time, 100%
Regular/Temporary:
Regular
About the Job:
This is a temporary position for one year, with the possibility of extension depending on the needs of the college.
Description:
This position is a part of the College of Science and Engineering's Payroll and Purchasing Support Team, and duties will cover process management and coordination in both purchasing and payroll support as needed by the college.
Location and Work environment:
Hybrid work schedule; at least three days from campus and up to two days from home. Work location on campus will vary based on specific department assignments, but will be on the East Bank of the Twin Cities campus.
Work Schedule:
Monday-Friday, 8:00-4:30 (exact start and end times are negotiable). Small amounts of overtime may be required occasionally throughout the year (generally totaling less than 20 total hours per year).
Visa Language:
Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.
Primary Responsibilities
Purchasing (15-85%, depending on assignment)
Management and review of ePurch tickets to include:
Appropriate purchasing method
Completeness (chart-field string, justification, purchase details)
Appropriate approvals have been received
Additional required forms completion
TDX "Order Goods and Services" ticket submission to request purchasing entry by the FinOps team
Non-employee expense reimbursements, to include:
Collection of receipts and any needed forms and documentation with the reimbursee
Coordination of approvals with departmental accounting staff
PCard purchases on behalf of end users, including recurring PCard payments and ad hoc, as appropriate
Point of contact for unit staff requesting purchases, to include:
ePurch training
Issue resolution
Consultation for purchasing policy and procedure, and appropriate purchasing method
Point of contact for FinOps purchasing staff, Tax Management office, OGC, and other University offices, as the need arises through the purchasing process
Point of contact for department accountants regarding purchases
Attendance at unit finance staff meetings
Monitor "Manage Requisitions" to ensure budget check completion and address returned requisitions
Inbox management for unit purchasing email address
Receipt entry in EFS
Assist with vendor set up and supplier document preparation
Coordinate creation of IT software and hardware quotes with CSE-IT as needed
ePurch training and navigation guidance
Purchasing training for new faculty and staff
PCard transaction status monitoring/reporting to ensure timely reconciliation by FinOps
Additionally, some units may require support in the following areas:
Check deposits
Ad hoc Chrome River Navigator support
Annual training for graduate students
Non-PO voucher request submission
Provide accounts receivable training and guidance to CSE staff who submit billing requests to the University's financial operations center.
With the CSE Cluster Director, analyze billing scenarios for applicability of sales tax, customer's tax exemption status, accurate sales tax calculations for all states, and with guidance will consult with the tax management office on more complex tax scenarios when CSE finance staff seek guidance
Understand, explain, interpret, and apply university accounts receivable policy to various scenarios as needed to CSE finance staff
Collaborate with CSE's Cluster Director, Purchasing Manager, and other CSE Finance staff to obtain further guidance on best practices and policy as well as to request changes and updates to the customer record.
Payroll (15-85%, depending on assignment)
Appointment coordination within the department, including direct collaboration with supervisors, faculty, accountants, and other administrative staff to hire employees across all job families, and modify/manage payroll appointments
For graduate appointments, this includes coordination with accountants, GPCs, and other faculty to determine the appropriate job code and percent appointments, and ensuring offer letters are sent pursuant to the GLU-UE contract
For faculty summer appointments, this includes coordinating with faculty and accountants to determine their percent appointment and appropriate distributions each pay period
For fellowships, this includes coordination with accountants, faculty, external fellowship providers, and various offices at the University (IBAF, provost's office, etc.) to determine appropriate fellowship placement
For staff hires, this includes coordinating with the employee and their supervisor to ensure personnel data is gathered and entered into the appropriate data management system
Time and absence administration
Payroll pre-confirmation report review
Payroll verification report review
Pay forms completion for payroll updates, stop pay requests, overpayment corrections, and off-cycle check requests
I9 verification
TDX submission for the following ticket types to the University's HR-Ops center for processing:
Hire
End of Appointment
Mass Changes
Modify an Appointment
Person of Interest and UNS Fellowship
Update inactivated/suspended appointment
Coordination of merit entry process to include faculty payroll actions (e.g., sabbaticals, return from SWB, etc.)
Serve as point of contact for general employment questions from employees and supervisors within the department
Serve as a point of contact for the PEAK central-ops payroll specialists
HR approval of TDX tickets submitted by payroll coordinators, to include a review of:
Hiring approval
Salary approval
Approval for special pay scenarios
Completed I9 verification
Additionally, some units may require support in the following areas:
Offer letter creation for 'unit-recruited' appointments (including graduate students)
Visa management (under discussion)
'Internal Billing Authorization' (FA864) forms for UNS fellowships
'Graduate Assistant Health Plan Department Authorization Form' (GHAP) for fellowships
TDX submission for the following ticket types:
Post: Coordinate with unit admin, CSE-HR, and supervisors to request position postings
Payroll Accounting: Determine the need for, and request, distribution and retro-distribution updates
Complete and submit internal CSE approval request forms (as they exist in the future state):
Salary approval
Hiring approval
Concurrent GA/Fellowship approval form
Remote work approval form
Background check TDX form submission for employees who need background checks not covered during the recruiting process
Scholarship uploads
Qualifications
Required Qualifications:
BA/BS or a combination of related education and work experience to equal four years
Must be able to pass competency-based testing upon completion of training.
Documented problem-solving, attention to detail, and customer service skills.
Demonstrated excellent oral and written communication skills.
Preferred Qualifications:
Transactional experience in payroll, I9, or the J1/H1B visa application process in higher ed or similar industry
Experience with payroll systems and complex payroll transaction processing.
Experience working in higher education.
Experience with the University's HRMS to include appointment entry.
Experience with University payroll and budgets for a variety of appointments and funding sources.
Experience with 9-over-12 appointments.
Experience with P-card reconciliation OR requisition processing.
Knowledge of University policies, procedures, and systems.
Ability to be highly organized, detailed-oriented, and capable of handling multiple projects simultaneously.
Ability to work independently and as a member of a team.
Pay and Benefits
Pay Range:
$53,019.20 - $65,000 per year; depending on education/qualifications/experience
Time Appointment:
100% Appointment
Position Type:
Civil-Service & Non-Faculty Labor Represented Staff
Competitive wages, paid holidays, and generous time off
Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
Low-cost medical, dental, and pharmacy plans
Healthcare and dependent care flexible spending accounts
University HSA contributions
Disability and employer-paid life insurance
Employee wellbeing program
Excellent retirement plans with employer contribution
Public Service Loan Forgiveness (PSLF) opportunity
Financial counseling services
Employee Assistance Program with eight sessions of counseling at no cost
Employee Transit Pass with free or reduced rates in the Twin Cities metro area
While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.
Diversity Statement
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu
Employment Requirements
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
#J-18808-Ljbffr