Job Type: Full time
Job Number: JR100261
It’s fun to work at a place where people
truly BELIEVE in what they are doing!
We’re committed to bringing passion and energy to Colorado School of Mines.
The Payroll
and Employment Office within Mines Administrative Processing Services (MAPS) provides payroll and employment operations services to the
Mines community and its numerous off-campus partners in support of our mission. The MAPS team is guided by the key principles of service,
regulatory compliance, and fiscal accountability. The person in this position helps to create an environment that encourages and builds upon
process efficiency and effectiveness for the primary purpose of allevating administrative burden to various campus constituents. The
successful candidate will bring a depth of experience, knowledge and skill in the discipline of employment and payroll transactions,
processes, and regulation. This person will apply their knowledge and skills to a wide range of standard and nonstandard situations to
interpret needs, assess requirements, identify solutions and deliver sound strategic results.
Position Title
Payroll and
Employment Specialist
The Opportunity
The Payroll and Employment Office within Mines Administrative Processing
Services (MAPS) provides payroll and employment operations services to the Mines community and its numerous off-campus partners in support
of our mission. The MAPS team is guided by the key principles of service, regulatory compliance, and fiscal accountability. The person in
this position helps to create an environment that encourages and builds upon process efficiency and effectiveness for the primary purpose of
alleviating administrative burden to various campus constituents. The successful candidate will bring a depth of experience, knowledge and
skill in the discipline of employment and payroll transactions, processes, and regulation. This person will apply their knowledge and skills
to a wide range of standard and nonstandard situations to interpret needs, assess requirements, identify solutions and deliver sound
strategic results. This person in this role has a focus on stakeholder service, ensuring he Payroll functions meet user requirements and
provide services that exceed customer expectations. They will participate in continuous process improvement efforts and help develop
transactional processes in partnership with MAPS managers to ensure high-quality business solutions.
Key
Responsibilities
Payroll
- Provide a compliance review for payroll forms submitted and collaborate with
departments across campus to ensure accuracy. - Administer and process Semi-Monthly and Monthly payrolls for over 3500 exempt and
non-exempt faculty, staff and student employees. Update and maintain all payroll processing information for all payrolls to be processed in
the month to include voluntary deductions, taxes and pay changes, one time pays, index and FTE changes, etc. Re-open previous pay periods in
the current year for to process individuals who missed payroll deadlines. - Manage and maintain all timesheets to be approved by
sending out reminders and ensuring that all applicable timesheets are approved before payroll is processed. Collaborate with supervisors to
obtain timesheet approvals for late and pending timesheets submitted. - Maintain and work ticketing system queue for all payroll
changes for new hires and separations. - Process all leave taken in the previous month to correct payroll records for accurate
reflection of leave balances. - Monitor, review and process all payroll redistributions submitted. Ensure proper approvals and
documentation accompany requests, obtain any missing information. - Identify any problems in calculations and records that may not
align with IRS rules, Federal Costing requirements, University policies, and Colorado State Partnership Agreement. Communicate these
occurrences to Payroll Operations Manager and provide a recommended course of correction. - Note any processes that do not meet proper
segregation of duties or internal controls necessary to protect Mines. Propose solutions to Payroll Operations Manager. - Identify
and recommend the appropriate operations and/or exception ERP input procedures to accurately and efficiently record earnings or resolve
payroll adjustment issues. Where the applicable laws, rules, regulations, and policies are numerous and varied, request the specifics of a
given situation.
Audit and Payroll Reconciliations
- Perform an audit of changes to Direct Deposit
information before each payroll. Review documents collected to confirm that all information given is accurate, ensures department policy and
sound internal control processes have been followed in the collection of information. - Reconcile benefits ensure benefits recorded
are accurate in amount and posting rules. Reconcile payroll liabilities and receivables. Ensure all liabilities are recorded correctly, and
paid out fully. Monitor payroll AR, develop a process for maintain individuals balances and collections. Position must be familiar with the
University’s data warehouse and reporting tools.
- Assist with processing and paying payroll liabilities and uploading to
various third-party vendors such as PERA, Valic, Alerus, etc., - Maintain a working knowledge of vendor systems and system
requirements, file requirements and deadlines for reporting. - Work with the Payroll Manager identified and necessary corrections to
payroll and benefit postings, collaborate with the General accounting teams to process. - Process Garnishment requests, notify
employees of new garnishments, and respond to agencies when information is requested. - Calculate Separation payouts of accrued leave
when necessary based on Mines Policy and under the guidance of the supervisor. Monitor leave calendar submission and approvals, follow up
with employees to ensure that leave calendars are submitted and approved in a timely manner. - Review and audit employee pay history
to complete all six-month PERA salary reports, ensure accuracy with pay records and federal fringe requirements on graduate
contracts - Audit all employer and employee paid PERA payments and review for accuracy to complete PERA Salary audits.
Employment Verification and Unemployment Insurance Processing
- Review and investigate employment verification
requests that are received internally through TDX and externally through Fax and mail. Provide verification letters as
requested. - Review employee history, determine eligibility for unemployment benefits and complete unemployment Insurance claims
through Equifax, In addition, work with the Employment Manager to gather needed documentation to Employers Unity. - Collect, organize
and review all submitted documentation. Draft and provide a summary relevant information along with all documents to the Director of Payroll
and Employment. Set up employment hearings for the Director and necessary staff to attend.
Metrics and MAPS Team Dynamix
Website Maintenance
- Develop measures and analytics to assess and understand department-wide service levels, department
and individual performance levels, satisfaction ratings, and other information necessary to continuously improve the quality and efficiency
of service; and - Analyze data and information to identify performance levels, service trends, issues and opportunities for process
and service level enhancement. - Collaborate with ITS to create workflow changes in TD and serve as the main contact for adding
additional service workflows in related systems
Minimum Qualifications
- Bachelor’s degree in Accounting,
Finance, Business, or Human Resource fields; AND - 1+ years’ experience with systems for payroll, benefits, and human capital
management
Preferred Qualifications
- A high-level understanding of accounts payable, travel, finance and
business operations - Knowledge of higher education culture, governance, structures and mission
- Demonstrated ability to
consider implications of complex problems and solutions and taking necessary actions to resolution.
About Mines & Golden,
CO
When the world looks for answers, the world looks to Mines.
Colorado School of Mines is a top-ranked public
university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Founded in
1874 with specialties in mining and metallurgy, Mines’ scope and mission have continually expanded to meet the needs of industry and
society. Today, we are the No. 38 public university in the nation, recognized for our innovation and undergraduate teaching in science,
technology engineering and math (U.S. News and World Report, 2023).
Mines graduates are change makers, boundary breakers and problem
solvers. Since our earliest days, a Mines education has been and continues to be a transformational opportunity, with one of the strongest
returns on investment out there for talented STEM students of all backgrounds.
At the same time, Mines faculty members are pushing
their fields in new directions, whether that’s manufacturing, space resources, quantum engineering, carbon capture or more. Mines was
recently classified as a R1 “Very High Activity” research institution by Carnegie, a notable feat for any university but particularly one of
our size.
That size – roughly 7,000 undergraduate and graduate students – also translates to a close-knit campus community, where
employees have opportunities to get involved in multiple ways, continued professional learning is valued and everyone can make an
impact.
Community Alliance groups bring together employees for professional development, networking, cultural awareness and
community involvement, and all Mines employees also have access to the wealth of activities happening every day on campus -
nationally-renowned speakers, special events and Mines traditions like Engineering Days, just to name a few.
And don’t get us
started on our hometown. We are located in the heart of Golden, Colorado –with its charming historic downtown and nearby hiking trails -
and in close proximity to all that Denver and the Rocky Mountains have to offer. That includes the sunny, high-altitude climate and
outstanding outdoor recreation opportunities that make the Denver area an ideal place to live, work and play.
Are you looking for
an inspiring, mission-driven workplace where you can contribute to solving the world’s problems and educating the next generation of change
makers? Are you an individual who values a diverse and inclusive community, where our different perspectives, experiences and cultures
enrich the educational and work experience?
Look to Mines.
Equal Opportunity
Colorado School of Mines is
committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and
gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic
information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints
regarding or implicating any of these protected statuses.
Mines’ commitment to nondiscrimination, affirmative action, equal
opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to
achieve a diverse student body and workforce.
Through its policies, procedures and resources, Mines complies with federal
law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including
harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for
safety.
Salary and Benefits
$54,300 – $61,100
Mines takes into consideration a combination of candidate’s
education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work
location, and external market and internal value when determining a salary level for potential new employees.
Colorado School of
Mines offers a robust portfolio of benefits for all employees. For this role, that includes:
Fully paid health and dental
premiumsGenerous sick/vacation time: 13 paid holidays per year – including a week-long winter break for entire
campus.Fully vested retirement plan on first day of employment, with generous employer contribution
All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines
Athletics home games, as well as access to the on-campus Recreation Center (fitness classes and training, swimming pool and more), equipment
rentals through the Outdoor Rec Center, the Colorado State Employee Assistance Program (CSEAP), and backup child and elder care. Coming soon
is an on-campus daycare center. For more information about benefits at Mines, go to mines.edu/human-resources/benefits.
How to Apply
Applicants will be asked to complete an online application (personal information, demographic information, references, veteran status)
and upload a resume and cover letter (required). References will not be contacted until later in the selection process and you will be
informed before that contact is made.
We strongly encourage people of color, lesbian, gay, bisexual, transgender, queer and
non-binary people, veterans, parents, and individuals with disabilities to apply. Mines welcomes everyone to our team; in your application,
please feel free to note which pronouns you use (For example – she/her/hers, he/him/his, they/them/theirs, etc). If you need reasonable
accommodation at any point in the application or interview process, please let us know.
Background Investigation
Required
Yes
If you like working with energetic enthusiastic individuals, you will enjoy your career with us!
