Clerical D Payroll Coordinator/Accounting Clerk - Central Office

Portsmouth School Department; Portsmouth (RI); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Retirement benefибm

Job summary

The Portsmouth School Department is seeking a Clerical D Payroll Coordinator/Accounting Clerk to manage the district’s bi-weekly payroll and support general accounting functions. The role reports to the Director of Finance or Accounting Manager and oversees payroll processing, deductions, and related reporting.

This position handles IRS/state forms, W-2s, retirements, and requires 3–5 years in payroll processing with proficiency in Tyler Technologies Pro and Google Workspace.

Qualifications

• Associate 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 School ERP Pro (formerly 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.

Responsibilities

• Complete all phases of the district’s bi-weekly payroll including 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 procedures.
• Review 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 Ledger.
• Prepare, 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 totals.
• Review for accuracy and input employee W-4 tax forms
• Assist with preparing and calculating required financial reports for state and/or federal grants.
• Provide quality customer service in assisting employees with payroll issues
• Assists with preparing payroll documents necessary for contract negotiations; state/federal reports; and/or any other school business functions
• Works 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 department.
• Create 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.
• Acts as backup to the Administrative Office Receptionist periodically
• Performs clerical and administrative support to the Director Finance and/or designee.
• Other duties as assigned

Education

Associate degree or higher in business/finance/accounting

Tools

Tyler Technologies Pro

Microsoft Office

Google Workspace

Job description

Clerical D Payroll Coordinator/Accounting Clerk - Central Office

Portsmouth School Department Portsmouth School Department - Portsmouth, Rhode Island Open in Google Maps

This job is also posted in Rhode Island State DOE Consortium Job Board

Job Details

Job ID: 5974676

Application Deadline: Posted until filled

Posted: Oct 28, 2026 12:00 AM (UTC)

Starting Date: To Be Determined

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

• 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

• health/dental insurance
• retirement
• vacation days
• sick time

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.

Position Type: Full-time

Job Categories:

Support Staff > Accounting/Bookkeeping

Support Staff > Administrative Assistant

Welcome to Portsmouth School Department

Our mission is to create a comprehensive teaching and learning environment which provides opportunities to students to become, to their fullest potential, responsible citizens, self-directed individuals, and life-long learners.

Equal Opportunity Employer

The Portsmouth School Department provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Individuals with disabilities are encouraged to apply. Any person who believes they may need reasonable accommodations should contact the Director of Human Resources.

Information pertaining to Title IX and how to file a report, including the Title IX Coordinator contact information and the PSD Title IX Policy, can be found on our website .

About Portsmouth School Department

The Portsmouth School Department (PSD) comprises four (4) schools that serve approximately 2200 students and an administration building. Portsmouth High School is a comprehensive 9-12 high school, Portsmouth Middle School 5-8, Hathaway Elementary School K-4 and Melville Elementary School PreK-4. PSD employs approximately 340 staff members including teachers, administrators, counselors, nurses, and support staff including clerks, maintenance, custodians and paraprofessionals.

About the Town of Portsmouth

Portsmouth is a scenic town in Newport County, Rhode Island and is the second-oldest municipality in Rhode Island, after Providence. Portsmouth boasts a total area of 59.3 square miles, of which 23.2 square miles is land, including 4,000 acres of farmland and 36.1 square miles is water and 56 miles of coastline. Most of its land area lies on Aquidneck Island, which it shares with Middletown and Newport. In addition, Portsmouth encompasses some smaller islands, including Prudence Island, Patience Island, Hope Island and Hog Island. With a population of 17,349 (2010 U.S. Census), the town has one of the most progressive farm preservation programs in New England. The local economy thrives on its boating industry including its five (5) marinas.Portsmouth is centrally located on the eastern seaboard between the major metropolitan areas of New York and Boston. Situated close to interstate highways, I-95, I-195, and 24, Portsmouth remains easily accessible to the rest of the northeast. Portsmouth is located 4 miles north of historic Newport, 22 miles east of Providence, 10 miles south of Fall River, 65 miles west of Cape Cod, 70 miles south of Boston, and 210 miles east of New York City.

Job Requirements

• National Criminal Background Check in accordance with RIGL 16-2-18
• 3 Letters of Reference
• Associate degree preferred.
• Citizenship, residency or work visa required

Contact Information

• Joel Harrington , Accounting Manager
• 29 Middle Road
• Portsmouth, Rhode Island 02871
• Phone: [phone]
• Fax: [phone]
• Email: [e-mail]