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Working Title:

Accounting Technician Student Payroll & Travel Clerk

Institution:

Bemidji State University

Classification Title:

Accounting Technician

Bargaining Unit / Union:

207: AFSCME - Technical

City:

Bemidji

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$22.57 - $32.79

Job Description

**Bemidji State University (BSU)** invites qualified applicants to join our team as the **Student Payroll & Travel Clerk.** The Student Payroll & Travel Clerk directs the operations of student employment, student payroll and business expense reimbursement, and administration of travel policies. This position provides fiscal and accounting services, analysis, and reporting for the efficient operation of principal responsibilities. Working under limited supervision, the incumbent in their position prepares, processes, audits, and analyzes student payroll to ensure that all Bemidji State University (BSU) and Northwest Technical College (NTC) students are paid timely, and reports completed in a timely manner in accordance with state and Minnesota State Colleges and Universities rules and regulations. The incumbent coordinates the financial aspects of all BSU and NTC faculty, staff, and student travel including preparing, verifying, entering, processing, and auditing expense reports for payment. The incumbent in this position is responsible for accounting, analysis, and reporting for Imprest Cash Fund with its main activity being athletic team travel, employee travel, and employee payroll advances. The incumbent also serves as auditor for all pcard transactions.

Responsibilities of the Student Payroll & Travel Clerk include:

+ **Coordinating student employment with BSU and NTC supervisors to ensure student employee rosters are accurate, and federal and state regulations are enforced. Percent of Time: 30%**

+ Administering and managing the completion of all documentation needed to enter students into the student payroll system. Informing supervisors of all pertinent records needed for various types of student employment, and ensuring compliance is maintained.

+ Administrator for all Affordable Care Act (ACA) and Fair Labor Standards Act (FLSA) implications and liabilities pertaining to student employment. Retrieving and monitoring reports to ensure accurate and prompt billing, contribution collection, and insurance payment. Informing management and supervisors of ACA and/or FLSA issues as they arise.

+ Advises supervisors and students on pertinent policies and procedures for all types of student employment.

+ Evaluates and keeps up to date on changes to regulations of student employment, recommending and implementing procedures accordingly, and informing all stakeholders of changes made.

+ Consulting with stakeholders and gathering feedback to make recommendations for continuous improvement to the student employment process and procedures.

+ Advising appropriate stakeholders on budgeting requirements, needs and procedures to ensure adequate funding for student employment.

+ **Auditing and processing business expenses for BSU and NTC to ensure compliance with travel policies and procedures, as defined within multiple bargaining agreements and the State of Minnesota regulations.** **Percent of Time: 30%**

+ Reviewing travel authorizations, business expense forms, and expense documentation for accuracy, completeness, and appropriateness. Verifying reimbursement requests are in compliance with state travel policies and bargaining agreements of the respective employees.

+ Collaborating with employees and supervisors to clarify any reimbursements that do not comply with applicable policies and procedures and resolving discrepancies by obtaining additional documentation as needed.

+ Reviewing and processing advance payment requests and ensuring recuperation of the advance funds within specified timelines.

+ Collecting pre-approved spend authorization forms and reviewing for accuracy.

+ Entering employee expenses in SEMA4 for payment processing each pay period under the correct employee record number. Settlement is created in Workday.

+ Maintaining all posted forms and information regarding travel and business expenses on the university website are accurate and up to date. Informing staff and faculty of new forms and updates as needed.

+ Reviewing travel-related purchasing card charges to ensure that p-card expenses are not submitted as part of business expense reimbursements and reviewing all other pcard charges.

+ **Administering student payroll to generate paychecks for student employees.** **Percent of Time: 20%**

+ Managing payroll so that paychecks are generated, accurate records are maintained, and federal and state regulations are enforced.

+ Reviewing e-timesheet data for accuracy and completeness and communicating with supervisors when data is invalid or incomplete.

+ Auditing student enrollment records each pay period to verify employment eligibility.

+ Preparing student payroll check and direct deposit files and serving as university contact to resolve all issues related to student payroll with MinnState, banking partners, and students and staff.

+ Organizing and managing the retention of student payroll records and student personnel files in accordance with federal, state and Minnesota State guidelines. Ensuring safekeeping and secure document destruction of sensitive personnel files and data in accordance with MinnState policies and state and federal records retention requirements.

+ **Entering Payroll Deduction to accurately reflect employee selections and assignments.** **Percent of Time: 15%**

+ Entering all employee parking and charitable deductions in SEMA4, including refunds or additional charges as appropriate.

+ Providing biweekly reports of payroll deduction activity, and producing ad-hoc reports, for analysis and reconciliation of ledger activity.

+ Modifying payroll deductions as requested by employees and terminating deductions upon separation from BSU and/or NTC.

+ Coordinating and consulting with Safety and Security on parking deductions scheduling, execution, and policies. Creating, reviewing, and updating forms as needed.

+ **Performing other duties as assigned to ensure the smooth functioning of the department and maintaining the reputation of the organization as a viable business partner.** **Percent of Time: 5%**

+ Representing Business Services at employee orientations and various events to inform the campus community of business expenses and travel policies and procedures. Representing Business Services with students and supervisors in providing training and advice.

+ Preparing and analyzing internal control documentation pertaining to student employment, business expenses, travel, and payroll deductions.

+ Other miscellaneous duties as assigned.

Salary Range:

Depends on Qualifications; current pay range is $22.57 - $31.89 per hour.

Minimum Qualifications

+ Knowledge of Generally Accepted Accounting Principles (GAAP) sufficient to analyze, interpret, and prepare financial information, records, and reports; locate errors; and recommend solutions to procedural or other fiscal problems.

+ Customer service sufficient to explain policies and procedures, answer questions, and address complaints of customers, employees, and other individuals verbally or written while maintaining confidentiality.

+ Work processing sufficient to create, format, edit, print, and save in Microsoft products (Excel, Word, and Outlook) and office equipment (calculators, etc.).

+ Mathematics skills sufficient to calculate, prepare, review and reconcile data and balance accounts, issue bills, invoices, account statements, and other financial statements according to established procedures.

+ Ability to design, interpret and explain work procedures and operations and provide advice on fiscal policies and procedures.

+ Knowledge of document/records management systems sufficient to store, categorize, maintain and retrieve electronic files.

Preferred Qualification

+ Associate degree or two-year certificate in Accounting, Finance, or related field.

+ Knowledge of the Integrated Statewide Records System (ISRS), Statewide Integrated Financial Tools (SWIFT), data warehouse retrieval, or other private or governmental accounting systems sufficient to query, compile and analyze records and reports, and assist with preparation and maintenance of spending plans, financial status reports and budget requests.

+ Ability to interpret and explain expense reimbursement, travel and p-card policies and procedures to faculty, staff, and administrators.

+ Self-motivation and the ability to work independently and meet crucial deadlines.

+ Design work procedures and plan, organize and implement work assignments.

+ Considerable knowledge of state payroll, personnel, and accounting system.

+ Knowledge and ability to interpret state, federal, and Minnesota State guidelines, laws and policies pertaining to student employment, business expense reimbursements, and travel cards.

+ Ability to monitor and remain informed regarding changes in U.S. Citizenship and Immigration Services regulations, IRS regulations, labor regulations, and bargaining agreements.

+ A demonstrated commitment to the principles of diversity, equity, inclusion, and anti-racism.

Other Requirements

+ All applicants must be able to lawfully accept employment in the United States at the time of an offer of employment.

+ Employment for this position is covered by the collective bargaining agreement for the **American Federation of State, County & Municipal Employees (AFSCME)** bargaining unit, which can be found at: **https://mn.gov/mmb/employee-relations/labor-relations/labor/afscme.jsp** **.**

+ In accordance with the Minnesota State Colleges and Universities (MinnState) Vehicle Fleet Safety Program, faculty and staff driving on college/university business, who use a rental or state vehicle, shall be required to complete a vehicle Use Agreement form and conform to MinnState’s vehicle use criteria and consent to motor vehicle records check annually.

+ BSU and NTC are tobacco free workplaces ( see policy ) .

Work Shift (Hours / Days of work)

Unlimited Full-time; Monday – Friday 8:00 a.m. – 4:30 p.m.

Telework (Yes/No)

Telework is currently unavailable for this position.

**Internal Bid Process** – Open for Bids from eligible AFSCME members from 5/27/2025 – 6/3/2025. Any current employee interested in this position and eligible to bid should submit a Bid Application (https://www.bemidjistate.edu/offices/human-resources/wp-content/uploads/sites/99/2022/05/bidIApp-2016.docx) by 4:30 p.m. on Tuesday, June 3rd, 2025 to Mary Miller in the HR office at [email protected] . The bid form may also be found on the Human Resources website (https://www.bemidjistate.edu/offices/human-resources/prospective-employees/) .

**Note:** Internal bid applications will be considered prior to filling the position via the public application process and, therefore, this posting may be closed due to contractual obligation.

**Inquiries about the position** :

Gina Walkup, Purchasing Supervisor Finance and Administration

Phone: 218-755-2050

Email: [email protected]

If you have general questions about this posting or submitting an application or bid, contact Mary Miller at [email protected] .

About

UNIVERSITY / COMMUNITY

WHY BEMIDJI:

It’s more than a job. It’s an opportunity for the extraordinary.

_On the idyllic shores of Lake Bemidji, cradled among the limitless natural beauty of the North Woods and neighbored by Minnesota’s three largest Indigenous nations, Bemidji State University and Northwest Technical College offer opportunities for the extraordinary._

Bemidji State University has been ranked as one of the top 30 public institutions in the Midwest region by U.S. News & World Report each year since 2019. BSU offers its diverse student body a comprehensive spectrum of opportunities with nearly 120 undergraduate degrees and emphasis areas in more than 50 areas of study, 14 pre-professional programs, and 14 graduate programs and certificates.

As Bemidji State continues its second century of service, our vision is simple: we educate people to lead inspired lives. To achieve this, BSU centers diversity, equity and inclusion as a core value and strives to create a campus culture in which all members are free to be their authentic selves. BSU also proactively engages with Indigenous communities in northern Minnesota and nationwide toward its goal of becoming a destination university.

Northwest Technical College, one of only three pure technical colleges remaining in Minnesota, helps around 1,000 students align their education with their employment goals. NTC offers more than three dozen certificates, diplomas, and degrees in five career paths. For more than 50 years, NTC has prepared students for fulfilling careers in well-paying, in-demand fields. NTC's accessible, affordable, hands-on programs also help employers meet their ever-growing need for a highly skilled workforce. With an open-enrollment policy and affordable tuition, NTC meets students where they are with a convenient mix of on-campus, online, and hybrid courses.

BSU and NTC are members of the Minnesota State system of colleges and universities, the third-largest system of higher education institutions in the United States. The schools share a unique alignment, with administration and student services generally having dual responsibilities to serve both campuses. Through this alignment, NTC students can take advantage of services, support, activities, and opportunities at BSU that expand and enhance their college experience — such as full access to BSU’s library and the ability to live in BSU’s on-campus resident housing.

For the first time, a joint strategic planning process will guide the future directions for both institutions. The schools are pursuing four shared strategic priorities: student success, the Nisidotaading initiative, northern distinction, and telling our story. These priorities will serve as the foundations for master planning processes for facilities, academic programs, fundraising, information technology, intercollegiate athletics, and diversity, equity, and inclusion, among others.

The Nisidotaading initiative — named for an Ojibwe phrase meaning “building mutual understanding” — is creating a statewide center of excellence. It will develop communities of practice meant to help Minnesota State colleges and universities better educate their campus communities on historical trauma and lived experiences of their Indigenous populations, and how to most effectively guide Indigenous students toward their educational goals. In addition, BSU is the first university in the United States to expose all of its students to a course on Indigenous people before graduation.

Bemidji State University acknowledges that it is located on land and water that is the current and ancestral homeland of the Ojibwe and Dakota. We acknowledge the painful history of genocide, forced assimilation, and efforts to alienate the Indigenous inhabitants from their territory here. We honor and respect the many diverse Indigenous peoples still connected to this land, retained tribal sovereignty, treaty rights, and cultural resilience. Indigenous people are spiritual and physical caretakers of this land to which we all belong. Bemidji State University respects these sacred lands, stands with the community members from these Nations, and will fight injustice in all its forms.

At Minnesota State, the work we do is more than just a job. In their pursuit of purpose, connection, and growth, our employees play a critical role on our campuses. They develop policies, provide essential services, and work to improve the well-being and quality of life for our students and for all Minnesotans. Minnesota State is committed to equity and inclusion, and we invest in our employees by providing benefits, support resources, and training and development opportunities. **Unlock your potential through possibility.**

The City of Bemidji

Bemidji State University and Northwest Technical College lie amid the lakes and forests of northern Minnesota. Bemidji State occupies a wooded campus along the western shore of Lake Bemidji while Northwest Technical College lies just three miles east, near Bemidji’s robust industrial district.

The city sits between Minnesota’s three largest American Indian tribal nations: the Leech Lake Band of Ojibwe, the Red Lake Nation and the White Earth Nation. When settling the Bemidji area in 1750, the Ojibwe people named the lake Bemidjigamaag, which means “a lake with crossing waters” as the Mississippi River flows in from the south and exits on the east. Today, a city proper with a population of around 15,000 serves as a regional economic and cultural hub for about 100,000 Minnesotans.

Located just minutes away from a thriving downtown Bemidji, both the BSU and NTC campus communities have convenient access to affordable restaurants, fine-dining experiences, cozy coffee shops, grocery stores — including a natural foods co-op — city parks, and nearly unlimited outdoor recreational opportunities. Small, locally-owned shops and art sculptures line Bemidji's downtown streets, while national chains are also found in and around the area. The historic Paul Bunyan Playhouse has a calendar of classic shows, restaurants offer weekly live music performances, the First Friday Art Walk provides a tour of new monthly art exhibits, and annual festivals bring the community together throughout the year.

Additionally, the North Woods setting means students, staff, and faculty have a variety of activities available at their fingertips year-round. With more than 400 lakes — and a 240-acre research forest owned by BSU — within 25 miles of the city, there is easy access to kayaking, canoeing, swimming, boating, paddle boarding, hunting, hiking, biking, foraging, fishing, and more. An expansive network of multi-use trail systems is available for running, cross-country skiing, single-track or fat-tire biking, and skijoring. Further, downhill skiing, snowboarding, and tubing lie just north of Bemidji at the Buena Vista Ski Area.

Bemidji is also near two of Minnesota’s 66 state parks: Lake Bemidji State Park, which sits along Lake Bemidji’s northern shore, and Itasca State Park, home to the majestic Mississippi River Headwaters. Both parks are popular recreational and camping destinations where locals and tourists gather for sailing, swimming, and fishing during the summer months, and skating, hockey, curling, and—yes—more fishing in the winter.

Of course, no tour of Bemidji is complete without a visit to — and a selfie with — its two most famous residents: the iconic statues of Paul Bunyan and his trusty companion, Babe the Blue Ox. The famed duo, which has greeted visitors to Bemidji since 1937, is on the National Register of Historic Places and was once ranked by Kodak as the second most-photographed statue in America.

For further information** About BSU (https://www.bemidjistate.edu/offices/president/search/presidential-search-profile/about-bsu/) **visit our website at:** **http://www.bemidjistate.edu

**Review a "special report on how this former lumber town has rebuilt itself as a high-speed, regional center of enterprise" at** Bemidji 2.0 (http://tcbmag.com/news/articles/2017/february/bemidji-2-0)

Other Resources:

+ Visit Bemidji – https://www.visitbemidji.com/

+ 218 Relocate / Greater Bemidji – https://www.218relocate.com/

+ Bemidji Area Chamber of Commerce – https://www.bemidji.org/

+ Explore Minnesota – https://www.exploreminnesota.com/article/top-things-to-do-bemidji

Statement of** **Notice:

Bemidji State University and Northwest Technical College prohibit discrimination and sexual violence of any kind. Contact the Center for Civil Rights Investigation Office if you have concerns regarding discrimination and/or sexual violence. Per Minnesota State System Procedure 1B.3.1 , all universities and colleges must provide contact information of their Title IX Coordinator.

Megan Zothman, Campus Human Resources Officer & Title IX Coordinator

Email: [email protected]

Phone: (218) 755-2502

1500 Birchmont Drive NE, Deputy Hall, Room 335, Bemidji, MN 56601

_Bemidji State University and Northwest Technical College are Affirmative Action Equal Opportunity Employers and Educators. This document is available in alternative formats to individuals with disabilities. Consumers with hearing or speech disabilities may contact us via their preferred Telecommunications Relay Service._

Benefits Information:

At Minnesota State, we have a GREAT BENEFITS PACKAGE! Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($250 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc. We promote the health and well-being of our employees and take work/life balance seriously.

Desired Start Date:

07-28-2025

Position End Date:

Open Date:

05-21-2025

Close Date:

06-25-2025

Posting Contact Name:

Mary Miller

Posting Contact Email: