HRMS and Payroll Manager

Job Summary

As a member of the HR management teams, this position performs highly independent, professional, managerial duties leading the county’s HRIS/HRMS and payroll functions. Daily work includes system administration, process, and procedural oversight to ensure accuracy, timeliness, and legal compliance of all payroll processing and personnel data management activities. Ensures employee compensation and benefits are delivered in accordance with county policy, applicable labor contracts, and federal and state laws and regulations. Leads and trains staff to successfully process payroll, administer benefits deductions, and manage the HRIS/HRMS system and its contents. This role spends a significant amount of time alone and with the payroll team figuring out and implementing technical solutions for policy, procedure, and contract provisions through payroll and reporting.

Job Description

Essential Duties:

• Manages HR systems and payroll programs/services. Supervises staff for assigned areas. Oversees, supervises, delegates, and coordinates the work of other employees; hires, promotes, mentors, and trains employees. Makes work assignments, directs work, evaluates performance, rewards, and disciplines.

• Interprets and administers policy/procedure and contract provisions for the purpose of processing actions through payroll or reporting. Provides technical assistance, advice, and solutions on the application of rules, regulations, and practices in relations to HR systems and payroll applications.

• Serves as a subject matter expert on HR systems, processes, and payroll functionality. Represents the department(s) on assigned committees. Conducts research and analysis and prepares recommendations for the ER Director, Assistant ER Director, and Finance Manager on designated issues and problems affecting the organization as requested.

• Supervises the bi-weekly payroll process including generating checks, direct deposits, and reporting and authorizing vendor payments. 

• Assures data privacy and proper data retention of sensitive, private, and personal information of employees.

•  Administers the HRMS and payroll systems. As systems administrator, oversees and maintains and manages multiple modules, Payroll, Benefits, Absence Management, and Employee/Manager Self Service (EMSS) modules. Develops, implements, and maintains system functionality.

•  Maintains a complex position hierarchy system. Determines all position classifications numbers, Equal Employment Opportunity (EEO) requirements, worker's compensation codes, Fair Labor Standards Act (FLSA) regulation, etc., for each position. As part of position set-up, creates and manages system tables for proper flow of labor contract or policy provisions to apply.   

• Determines the functionality requirements and programs the functionality required for benefits and payroll processing; including system payroll cycles and creation of new payroll deductions and earnings types, programs taxability rules, and processing rules, reviewing formulas for required changes. Monitors the payroll, benefit deduction, premium payments, tax deductions, and payments. Ensures accuracy of payroll deductions. Maintains tax compliance and files all mandated federal and state reports on payroll and benefit related issues (W-2's, 941, MW-1, MW-3, ACA, etc.).

• Collaborates with others to troubleshoot and resolve pay, HR data, or reporting issues. Manages the most complex of HR system, process, payroll, and reporting issues bringing about win-win solutions and problem resolution. Coordinates data transfer to/from payroll system to/from other systems.

• Prepares cost analysis data for union negotiations; provides verbal and written opinions from a payroll/benefits standpoint on county and union proposals.    

• Operates as a member of the Employee Relations Management Team; participates in and contributes to the development of departmental goals, objectives, and strategic plans and helps outline criteria, standards, and action for achievement.

• Performs highly responsible administrative duties involved in building and maintaining HRMS processes, reporting, and required analysis. Serves as the primary point of contact for systems, process, information requests, or questions about payroll, time-entry, absence management processing, and HRMS development.

• Acts as primary point-of-contact and SME to test and implement new HRMS system features and controls, including patches or upgrades. Works with other division personnel to implement acceptable and effective reporting and interface files and strategies.    

• Maintains the functional requirements of the Business Software, Inc. (BSI) Tax Factory (third-party vendor for payroll tax calculations). Monitors program patches and upgrades to verify accuracy.

• Performs supervisory duties as defined in MN Statute 179A.03 Subd. 17.

• Works the hours and/or shifts assigned and begins and ends work on time. 

• Performs other related duties as required or assigned.

Minimum Qualifications

Equivalency of a Bachelor's Degree and five years of experience administering HR systems solutions and payroll. Experience with HRIS/payroll databases, interfaces, and processing requirements is highly desired. Supervisory experience preferred. A reliable form of transportation for the performance of work responsibilities is required.

Supervisory Controls

The employee is under general supervision from the Assistant Employee Relations Director. Work is performed in accordance with county policies, union provisions, and applicable federal and state laws. The employee exercises great latitude related to work performed, using independent judgment in choosing priorities and system needs. Supervisory consultation on difficult or unusual problems is available if and as needed. Work is reviewed for accuracy and quality through observation, inspection of products developed, conferences, and objectives achieved.   

The incumbent directs and oversees the work of others; including, program/service planning and delivery, personnel selection, evaluation of work performance, training, and disciplinary activities. Performs supervisory duties as defined in MN Statute 179A.03 Subd. 17.

The incumbent promotes employee professional development and provides coaching and mentoring to others.

Core Competencies and Abilities

Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of HR systems, processes, and payroll programs.

Knowledge of county personnel rules, regulations, and procedures for processing personnel transactions and maintaining records.

Knowledge of county policies, procedures, labor contracts, and fringe benefits.

Ability – Ability to establish and maintain effective working relationships with employees, other staff members, clients, and community groups.

Ability to review and correct complex payroll records and prepare reports from such records.

Ability to recognize and maintain private and confidential records and data.

Ability to conceptualize complex problems and then envision and implement technical solutions to address them.

Ability to research, understand, and follow Federal, state, and legal guidance related to employer obligations and requirements.

Ability to make difficult computations accurately in a timely manner.

Ability to provide work direction to assigned staff.

Ability to work independently without close supervision.

Ability to understand and follow complex oral and written instructions.

Ability to speak, present, and interact in public arenas with composure, professionalism, and discretion.

Ability to use MS Office software for the performance of essential duties.

Ability to use appropriate discretion in dealing with matters of a confidential nature.

Work Environment and Physical Demands

Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. The position is multi-task oriented and includes periods of stress when balancing multiple and varied needs/demands of services.  

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.