Position Overview The HRMS/Payroll Lead is a key member of the college HR team. This position carries out the responsibilities of the following functional areas: HR consulting at a basic level regarding HR policies and payroll matters, administering and auditing payroll, entering appointments, and creating and routing job postings in the employment system. This position will provide day-to-day execution of payroll activities, including but not limited to, appointment entry, time and absence administration, bi-weekly payroll reconciliations, and resolving payroll issues. The HRMS/Payroll Lead will build effective relationships across the college and with the central Office of Human Resources; possess effective communication and project management skills; and have a positive disposition with an affinity for working through challenging system and people issues. The position reports to the Carlson School of Management Director of Human Resources.
Job Description Payroll Management (30%)
Ensure payroll is accurate and establish processes, procedures and policies for the Carlson School of Management. Work collaboratively with Central Payroll to ensure our processes and policies align.
Manage all payroll related functions including payroll, as well as maintaining employee data, handling payroll questions and completing any other tasks necessary for monitoring and overseeing the payroll process.
Responsible for the review of payroll reports before transactions to ensure correctness.
First point of contact to answer payroll questions and concerns from employees. Serve as a resource to supervisors and employees on payroll policies and procedures.
Interpret payroll (HRMS) business transactions and apply them to Carlson School situations.
Review payroll abstracts and UMReports to maintain accuracy of data.
Keep up-to-date on payroll business processes and procedures.
Prepare financial reports for the Assistant Dean and Director of Human Resources as requested.
Manage the [email protected] email account for appointment entry purposes. Route emails as appropriate.
Ensure accuracy of job information in HRMS including new, current, and terminated employee records.
Create and make changes to positions within HRMS Position Management.
Review pay rate changes, progression increases, and change in percentage of appointments.
Provide training to supervisors and employees regarding payroll best practices and system processes; personnel records management.
Verify employee salaries while keeping record of upcoming changes (i.e, new hires, terminations, changes in appointment, severance payments, distribution changes on salary, etc.)
Monitor vacation and sick records and work to resolve discrepancies.
Serve as Carlson School of Management’s Data Privacy Coordinator to facilitate HIPAA data security training within the Carlson School and review monthly to ensure that CSOM employees have taken data privacy and security trainings and are in compliance for training required of the particular position. Liaison with Central Human Resources and IT in regards to data privacy courses and compliance.
Post employee job vacancies, submit advertising, and consult with the Director of Human Resources on specific problems related to the classification of requisitions.
Complete Start Date Orientations, including benefits and policy overview.
Assist new employees in filling out hiring documentation.
Manage listserve email lists for the school, adding new employees and removing departing employees as appropriate.
Ensure job descriptions and candidate pools incorporate/meet EOAA goals and University hiring policies.
Establish and maintain positive and productive, service oriented working partnerships with department administrators and hiring managers.
Maintain a basic knowledge of University job classifications and job families by keeping up to date with changes (i.e., job family refinements).
Serve as the hiring authority to resolve questions and generate online job postings.
Request background checks as needed.
Maintain relationships with the University of Minnesota Talent and Acquisition team to keep up to date on changes in University policies, procedures, and best practices.
Leave Administration (10%)
Serve as the main college resource to managers and employees regarding FMLA and other leaves.
Manage faculty and staff paid and unpaid leaves to include phased retirement, sabbatical, FMLA, parental, medical, etc. in accordance with University and Federal regulations.
Monitor and track FMLA and medical leaves, including intermittent leaves. In consultation with the Director of Human Resources, process appropriate FMLA paperwork.
Communicate policies and procedures regarding state and federal laws (i.e., FMLA, FLSA, ADA, workers compensation) in addition to vacation/sick leaves and other leave administration. Keep up to date regarding updates or revisions in related laws or policies.
Ensure compliance and completion of FMLA and processes and documentation.
Provide leave documents to employees; transmit leave-related appointment changes to payroll.
Collaborate with managers and supervisors to monitor and track FMLA and medical leaves, including intermittent leaves.
Consult with Employee Benefits on disability leaves.
Communicate on-going expectations with employees on leave.
Adhere to U of M records retention schedule in order to maintain and purge records accordingly.
Coordinates stay interview and exit interview surveys. Compiles and analyzes quantitative and qualitative data, develops themes, and reports back to the Director of Human Resources.
Attend and participate in Carlson School wide committees, activities, and events
Participate in the coordination, preparation and execution for annual Carlson School staff/faculty events to promote community building within the school.
Provide support for Commencement, Board of Advisors, and other meetings and events.
Other duties as assigned.
** The employer reserves the right to change or assign other duties to this position **
Bachelor’s degree in Human Resources or a related field, or a combination of related education and/or relevant work experience to equal four years.
Commitment to support the University’s goal of creating a positive and inclusive campus climate.
Proficiency in Microsoft Word, Excel, and PowerPoint.
Demonstrated customer-service orientation and a sense of urgency.
Demonstrated strong written and verbal communication skills.
Strong problem solving skills, research skills, with demonstrated critical thinking ability.
Effective organizational skills with strong attention to detail; ability to prioritize support for multi-functional work group; demonstrated ability to successfully meet deadlines; flexible, ability to adjust effectively to unexpected changes.
Experience managing confidential matters with discretion and sensitivity
Preferred Qualifications/Selection Criteria
Experience with University of Minnesota HR policies and procedures.
Strong cultural competency and a demonstrated history of work with at least one historically marginalized community.
Work experience using PeopleSoft/HRMS systems and data queries.
Experience working in an academic environment with multiple employee groups.
Proven ability to work independently or in a team setting.
Experience with recruiting and hiring processes.
Experience working with employee leaves of absence (i.e., FMLA, workers compensation, and other leaves of absence)
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.