Role Overview
We are seeking a detail-oriented, analytical, and experienced Human Resources Payroll Coordinator to oversee and manage our end-to-end payroll operations, employee benefits and the on/off boarding employee process. In this role, you will bridge the gap between finance and human resources, ensuring our team is paid accurately and on time while maintaining strict compliance. You will serve as the organizational expert on compensation data, partnering closely with individual departments for earnings tracking, HR for benefits alignment, and Finance for monthly & annual budget planning. This role is part-time with 24 hours weekly with some extra hours at fiscal year-end and calendar year-end.
Key ResponsibilitiesPayroll Operations & Reporting
- End-to-End Processing: Manage, execute, and finalize timely and accurate semi-monthly payroll execution.
- Month-End/Year-End Financials: Prepare, review, and reconcile comprehensive end-of-month & Year-end payroll reports and journal entries for the finance team.
- Record Maintenance: Continuously update employee pay records, including new hires, terminations, promotions, and changes to tax withholding status.
- Billing: Submit & audit monthly billings from providers and resolve discrepancies.
- Cross-Functional Coordination
- Benefits & Deductions: Partner with the HR Manager to accurately coordinate and sync employee deductions (health insurance, 403b, FSA/HSA, garnishments, etc.).
- Departmental Earnings: Coordinate closely with individual department heads to track and verify specific earnings elements, including overtime, stipends, and scheduled earnings.
Compliance, Audits & Strategy
- Payroll Audits: Lead internal and external payroll, benefits, and accrual audits, ensuring all processes align with federal, state, and local labor laws and tax regulations.
- Required Fillings: Process & submit quarterly and annual federal and state required filings; Unemployment, MN PFML, W2’s etc.
- Budgeting Support: Analyze historical payroll data, labor trends, and compensation metrics to support executive leadership in annual budget planning and forecasting.
- Issue Resolution: Serve as the primary point of contact for employee payroll inquiries, resolving discrepancies with empathy and speed.
- Policy Governance: Regularly review, update, and maintain the company's internal payroll and compensation policies to ensure alignment with changing federal, state, and local labor laws.
- Proactive Monitoring: Keep a pulse on evolving regulatory changes (such as FLSA classifications, paid family leave laws, and tax code updates) and implement necessary process adjustments before deadlines.
- Standard Operating Procedures (SOPs): Document and continuously update step-by-step payroll processing manuals to protect the organization against data loss and ensure seamless backup coverage.
HRIS & Benefits Administration
- Add, maintain, inactivate and terminate employee files, records, and other documentations for employees.
- Calculate wages, updating salary adjustments, managing time-tracking data, resolve payroll inquiries
- Maintain the integrity and security of human resources and personnel data and records, in compliance with retention and data privacy laws and regulations.
- Ensure the timely completion of employment verification and information requests.
- Process new hire paperwork and enter employee information into payroll and benefits systems; close out termed employees in payroll and benefits systems
- Work directly with new hires to help them enroll in benefits
- Maintain Staff Transition spreadsheet with new hires and terminations
- Update moderators, deductions, stipend, coaches, etc. spreadsheets each school year/sports season.
Qualifications & SkillsExperience & Education
- Experience: Benefits & Payroll processing experience, preferably 2+ years
- Education: Bachelor’s degree in Human Resources, Accounting, Finance, or a related field (or equivalent practical experience).
- Certifications: CPP (Certified Payroll Professional) or FPC (Fundamental Payroll Certification) is highly preferred.
Technical & Soft Skills
- Systems: Deep familiarity with modern HRIS and Payroll software, experience utilizing Paycom is preferred.
- Excel Mastery: Advanced proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables, data analysis for budget support).
- Core Competencies: Extreme attention to detail, absolute discretion with confidential data, and strong cross-departmental communication skills.
- Communication: Excellent interpersonal and oral communication skills; ability to work effectively with all levels of management and staff, as well as outside clients and vendors.
Physical & Other Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Primarily a stationary position for a considerable portion of the day (sitting and/or standing). The person in this position needs to move about inside the office to access file cabinets, office machinery, etc.
- Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. Must be able to collaborate with internal and external stakeholders via face-to-face, conference calls, and online meetings.
- The employee will occasionally lift and/or move up to 20 pounds.
- Must be able to speak, hear, write and comprehend in order to communicate accurate information to students, parents and colleagues.
- Must be able to move throughout the office and school buildings with movement including, but not limited to, sit, stand, bend, stoop, reach, grab, pull, climb and descend stairs on a daily basis.
- Must be able to sit or stand for extended periods of time at an office desk or within assigned areas at school – Command Performances, School Formations, Mass, events, etc.
- Apply manual dexterity for computer keyboarding.
- Be able to read computer screens for long periods of time.
- Exposure to indoor and outdoor climates while attending Command Performances.
- Required to work in standard office and school conditions.
- Required to work in a military environment with exposure to unexpected, loud noises during military drills and performances as well as be exposed to brief smells of explosives.
- Able to pass a required background check and complete initial and ongoing required training.
Benefits Offered
- Four health insurance plan options, including PPO and HSA-eligible options, for individuals and families, along with dental, vision, and FSA plans.
- Paid time off
- 403(b) with employer match
- Tuition remission
- Employee Assistance Program
- Voluntary life/AD&D
- Voluntary add-on insurance - critical illness, accident, and hospital
Hourly Rate
$26-$35 per hour, commensurate with experience
Further Instructions:
Qualified candidates should send a cover letter, resume and references to:
Human Resources Department, Saint Thomas Academy, via email [email protected] or mail to 949 Mendota Heights Road, Mendota Heights, MN 55120
Position will remain open until filled
Pay: $26.00 - $35.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
