Job description

Job DescriptionTITLE: Clerical D - Payroll Coordinator/Accounting ClerkWORK YEAR: 250 DAYSREPORTS TO: Director of FinanceDIRECTLY SUPERVISES: N/AJOB DESCRIPTION: The Payroll Coordinator is responsible for accurately processing the bi-weekly payroll for all school department personnel and performs general business office accounting functions. MINIMUM QUALIFICATIONS: Associates degree and/or college coursework related to business, finance and/or accounting.Proficiency in Microsoft Office (Word, Excel) and Google Workspace (Gmail, Docs and Sheets)3-5 years of experience in electronic payroll processing, preferably using Tyler Technologies Infinite Visions.Understanding of IRS and Rhode Island regulations related to payroll taxes, W-2s, retirement and benefit deductions, etc.Knowledge of principles and techniques involved in payroll preparation, monitoring, and control.Ability to maintain confidentiality of payroll and/or employee information.Ability to demonstrate high levels of responsibility and dependability.Exceptional clerical, interpersonal, customer service and time management skills.Such alternatives to the above qualifications as the Superintendent may deem appropriate and acceptable.DESCRIPTION OF DUTIES AND RESPONSIBILITIES: Responsible for completing all phases of the districts bi-weekly payroll including compiling timesheets, verifying pay rates, inputting hours, calculating deductions, distributing checks/direct deposits, etc. in accordance with IRS and state regulations.Calculate, reconcile and distribute third party vendor payments and reports for payroll deductions/withholdings such as retirement and garnishments.Communicate with employees and service providers regarding employee deductions and related record keeping and proceduresReview and verify accounting codes are in compliance with the Rhode Island Uniform Chart of Accounts (UCOA).Close, Post and reconcile the bi-weekly payroll journal to the General LedgerPrepare, reconcile and submit required retirement information by employee to the Employee Retirement System of Rhode Island (ERSRI) each payroll period.Prepare and file all monthly/quarterly/annual federal/IRS and state forms and reports.Upload direct deposit, vendor ACH payment and positive pay files to the bank website each payroll.Prepare, reconcile and distribute annual W-2 statements to employees.Maintain detailed records supporting the bi-weekly payroll register totalsReview for accuracy and input employee W-4 tax formsAssist with preparing and calculating required financial reports for state and/or federal grants.Provide quality customer service in assisting employees with payroll issuesAssists with preparing payroll documents necessary for contract negotiations; state/federal reports; and/or any other school business functionsWorks collaboratively with Human Resources Department to process and verify employee salary and deduction changes.Provides payroll and employee reports and analysis as requested.Enter purchase requisitions in support of the business office and facilities departmentCreate and submit general ledger journal entries.Analyze actual to budget reports and submit budget transfer requests.Provides cross training to other designated staff with regard to payroll functions.Acts as backup to Accounts Payable clerk in emergency situationsActs as backup to the Administrative Office Receptionist periodicallyPerforms clerical and administrative support to the Director Finance and/or designee.Other duties as assignedADDITIONAL INFORMATION: The Portsmouth School Department employs certified and non-certified, Union and non-Union personnelUses Tyler Technologies School ERP Pro (formerly Infinite Visions) payroll and accounting softwareEmploys approximately 400 staff including substitute teachersPayroll is bi-weeklyVast majority of the staff is paid over a 10 month periodThis position is the primary payroll position in the departmentWORK HOURS, WORK YEAR, AND COMPENSATION: This position is forty hours per week, 52 weeks per year, and is part of the Local 2669 AFSCME bargaining unit.Hours of work are 8:00 AM to 4:00 PMCompensation and benefits such as health/dental insurance, retirement, vacation days, and sick time will be in accordance with the terms of the Collective Bargaining Agreement between the Portsmouth School Committee and RI Council 94, AFSCME, AFL-CIO Local 2669PHYSICAL & MENTAL REQUIREMENTS: Work is performed primarily in an office setting. The incumbent works in a moderately noisy setting.

There is minimal risk of personal injury. Physical demands generally involve standing, walking, climbing or balancing, stooping, kneeling, crouching, sitting, talking or listening/hearing, or reaching with hands and arms. Frequently weight is lifted or force exerted up to I0 lbs., occasionally weight is lifted or force exerted up to 30 lbs.; seldom is weight lifted or force exerted up to 60 lbs. The position has normal vision requirements.

Equipment operated includes but is not limited to personal computers, office machines, copiers, and calculators.

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