Payroll Coordinator

State of Minnesota; Moorhead (MN); Hybrid; USD 52,000 - 73,000; Full time

Job summary

Minnesota State Moorhead is seeking a Payroll Coordinator to oversee student payroll processing and compensation administration. This role serves as the payroll subject matter expert, supporting administration, supervisors, and employees with payroll and related processes.

The position is full-time with hybrid telework eligibility after probation, working Monday through Friday on campus before potential remote arrangements.

Qualifications

• Two years of administrative support in payroll processing and/or HR administration.
• Bachelor’s degree may substitute for one year of experience and an Associate’s degree may substitute for six months.
• Solid foundation in basic mathematics with ability to calculate wages, taxes, deductions and adjustments.
• Proficient with Microsoft Excel (formulas, SUM, VLOOKUP, pivot tables).
• Strong written and verbal communication; solid computer skills with HRIS, MS 365, Zoom and Adobe.

Responsibilities

• Coordinate student payroll processing and compensation administration.
• Serve as a primary SME for payroll inquiries and guidance to employees.
• Coordinate cross-functional payroll-related processes including deductions, taxes, and benefits.
• Support compensation administration, including merit and stipends, and assist with audits and reporting.

Skills

Payroll processing

HR administration

Excel

Communication

HRIS

MS 365

Zoom

Adobe

Education

Bachelor’s degree in HR or related field

Associate’s degree in HR or related field

Tools

HRIS systems

Microsoft 365

Zoom

Adobe

Job description

Working Title: Payroll Coordinator
Job Class: Human Resources Technician 2
Agency: Minnesota State

• Job ID: 97759
• Telework Eligible: A hybrid telework arrangement of up to 25% may be considered following the successful completion of the probationary period on-site.
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 10/15/2026
• Closing Date: 10/29/2026
• Hiring Agency/Seniority Unit: MN St Colleges & Universities / Moorhead State Univ-Conf
• Appointment Type: Unlimited, Full-time
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $24.84 - $34.84 / hourly; $51,865 - $72,745 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 217 - Confidential/Unrep

The work you'll do is more than just a job.

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

Job Summary

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.

About Minnesota State

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!

Working together to improve the state we love.

What do Minnesota's State employees have in common?

• A sense of purpose in their work
• Connection with their coworkers and communities
• Opportunities for personal and professional growth

As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.

Your benefits may include:

• Paid vacation and sick leave
• 12 paid holidays each year
• Low-cost medical, dental, vision, and prescription drug plans
  • Fertility care, including IVF
  • Diabetes care
  • Dental and orthodontic care for adults and children
• 6 weeks paid leave for parents of newborn or newly adopted children
• Pension plan that provides income when you retire (after working at least three years)
• Employer paid life insurance to provide support for your family in the event of death
• Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
• Tax-free expense accounts for health, dental, and dependent care
• Resources that provide support and promote physical, emotional, social, and financial well‑being

Support to help you reach your career goals:

• Training, classes, and professional development
• Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov )

Employee Assistance Program (EAP) for work/life support:

• A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance
• Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
• Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care

Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

Minnesota State is an equal opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.