Purchasing and Payroll Coordinator

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.

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.

In a purchasing capacity, this position may be responsible for receiving purchasing requests directly from employees within departments, ensuring the correct purchasing method is being used, corresponding with, and providing guidance to the requestor to resolve issues, and reviewing the request in terms of departmental and University policy and procedure before submitting the request to the University’s financial operations team for entry into the financial system. This position will also include tracking and monitoring the progress of system statuses to ensure compliance with departmental and University deadlines as needed.

As a payroll specialist, this role may work directly within CSE departments to manage their internal payroll tasks and is responsible for tasks such as payroll on\-boarding for new employees, I9 coordination, visa requests, coordinating appointments for graduate students and fellowships for each term, and reviewing payroll data on a regular basis.

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 (e.g. cell phone plans, subscriptions, etc.) 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

That any required departmental approvals/reviews have been completed

That any collegiate review/approvals have been completed (remote work approval, concurrent GA/Fellowship approval form)

• Time and absence updates and exception reporting
• Appointment entry audits
• Expected job end date management
• I9 management
• Reporting, clean\-up, and general data management

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

The College of Science and Engineering (CSE) is ranked among the top engineering and science academic programs in the country. The college includes 12 academic departments offering a wide range of degree programs at the baccalaureate, master’s, and doctoral levels.

For more information about the College of Science and Engineering Office of the Dean, visit https://cse.umn.edu/.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

Required Attachment: Resume

To request an accommodation during the application process, please e\-mail employ@umn.edu or call (612\) 624\-8647\.

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

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.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world\-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023\), Best Employer for Diversity (2019, 2020\), Best Employer for New Grads (2018, 2019\), and Best Employer by State (2019, 2022\).