Clerical D Payroll Coordinator/Accounting Clerk - Central Office

Job Description TITLE: Clerical D - Payroll Coordinator/Accounting Clerk WORK YEAR: 250 DAYS REPORTS TO: Director of Finance or Accounting Manager DIRECTLY SUPERVISES: N/A JOB 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: 1. Associates degree and/or college coursework related to business, finance and/or accounting. 2. Proficiency in Microsoft Office (Word, Excel) and Google Workspace (Gmail, Docs and Sheets) 3. 3-5 years of experience in electronic payroll processing, preferably using Tyler Technologies School ERP Pro (formerly Infinite Visions). 4. Understanding of IRS and Rhode Island regulations related to payroll taxes, W-2s, retirement and benefit deductions, etc. 5. Knowledge of principles and techniques involved in payroll preparation, monitoring, and control. 6. Ability to maintain confidentiality of payroll and/or employee information. 7. Ability to demonstrate high levels of responsibility and dependability. 8. Exceptional clerical, interpersonal, customer service and time management skills. 9. Such alternatives to the above qualifications as the Superintendent may deem appropriate and acceptable. DESCRIPTION OF DUTIES AND RESPONSIBILITIES: 1. Responsible for completing all phases of the district’s 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. 2. Calculate, reconcile and distribute third party vendor payments and reports for payroll deductions/withholdings such as retirement and garnishments. 3. Communicate with employees and service providers regarding employee deductions and related record keeping and procedures 4. Review and verify accounting codes are in compliance with the Rhode Island Uniform Chart of Accounts (UCOA). 5. Close, Post and reconcile the bi-weekly payroll journal to the General Ledger 6. Prepare, reconcile and submit required retirement information by employee to the Employee Retirement System of Rhode Island (ERSRI) each payroll period. 7. Prepare and file all monthly/quarterly/annual federal/IRS and state forms and reports. 8. Upload direct deposit, vendor ACH payment and positive pay files to the bank website each payroll. 9. Prepare, reconcile and distribute annual W-2 statements to employees. 10. Maintain detailed records supporting the bi-weekly payroll register totals 11. Review for accuracy and input employee W-4 tax forms 12. Assist with preparing and calculating required financial reports for state and/or federal grants. 13. Provide quality customer service in assisting employees with payroll issues 14. Assists with preparing payroll documents necessary for contract negotiations; state/federal reports; and/or any other school business functions 15. Works collaboratively with Human Resources Department to process and verify employee salary and deduction changes. 16. Provides payroll and employee reports and analysis as requested. 17. Enter purchase requisitions in support of the business office and facilities department. 18. Create and submit general ledger journal entries. 19. Analyze actual to budget reports and submit budget transfer requests. 20. Provides cross training to other designated staff with regard to payroll functions. 21. Acts as backup to Accounts Payable clerk. 22. Acts as backup to the Administrative Office Receptionist periodically 23. Performs clerical and administrative support to the Director Finance and/or designee. 24. Other duties as assigned ADDITIONAL INFORMATION: 1. The Portsmouth School Department employs certified and non-certified, Union and non-Union personnel 2. Uses Tyler Technologies School ERP Pro (formerly Infinite Visions) payroll and accounting software 3. Employs approximately 400 staff including substitute teachers 4. Payroll is bi-weekly 5. Vast majority of the staff is paid over a 10 month period 6. This position is the primary payroll position in the department WORK HOURS, WORK YEAR, AND COMPENSATION: FLSA Non-exempt 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 PM Compensation 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 2669 PHYSICAL & 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 10 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. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.