Bookkeeper-Payroll

North Smithfield School Department

Position Title: Bookkeeper-Payroll

Reports To:Business Manager, Superintendent
Approved:Superintendent of SchoolsReviewed/Revised:April 2024

POSITION SUMMARY:To contribute to efficient functionality of the Business Office by prompt coordination and/or processing of payroll; workers compensation; employee attendance data, accounting matters including generating, processing, and maintaining sensitive, highly confidential data/reports. The data/reports are used to assist in evaluating personnel, negotiating contracts, contest grievances, prepare for arbitration, counsel employees, prepare budgets/forecasts, etc.

EVALUATION:Annually in accordance with provisions of School Committee Policy

TERMS OF EMPLOYMENT:Full time

MINIMUM QUALIFICATIONS:
1.Associates Degree in Accounting or a related field preferred, but not required.
2.Previous bookkeeping and payroll experience
3.General knowledge and understanding of IRS regulations, general accounting principles, and generally accepted payroll/bookkeeping functions including payroll taxes, W-2's, 1095's, 403(b), retirement, benefit deductions, salary adjustments, wage garnishments, ACH deposits, W-9's, 1099's, purchase orders, budgets, etc.
4.Ability to effectively operate a computerized accounting system.
5.Ability to communicate effectively with employees and vendors.
6.Design and use electronic spreadsheets
7.Proficient in Microsoft Excel and Google
8.Proficient math skills
9.Multi-task oriented.
10.Commitment to maintaining confidentiality
11.Such alternatives to the above qualifications as the School Committee may find appropriate and acceptable.

ESSENTIAL DUTIES, FUNCTIONS, AND RESPONSIBILITIES:
1.Receive payroll data and compute payrolls; coordinate and process payment of payroll deductions for Federal and State Income Taxes, Employees' Retirement Systems (Certified and Municipal), FICA Tax, Survivors' Benefits, TDI, Garnishments, Annuities, Union Dues, ACH deposits, and any other approved payroll deductions.
2.Maintain up-to-date computerized tax tables and salary related schedules.
3.Support Accounts Payable functions as needed.
4.Maintain Budget limits.
5.Verify gross amounts of payroll checks and transactions.
6.Expedite proper distribution of payroll related checks.
7.Maintain accurate records of payroll transactions, deductions, taxes, confidential employee files, vendor files and listings, and business office related files.
8.Maintain computerized database including but not limited to set-up, data entry, payroll/ check printing, W-2/1095 processing, and report generations and updates.
9.Calculate and generate manual checks and retroactive payments when needed.
10.Calculate pro-rated salaries, benefits and adjustments when necessary.
11.Research and develop electronic spreadsheets and charts for budgets, projections, payroll, benefits, attendance, leave data, and other programs as directed.
12.Process end-of-year database rollover for calendar and fiscal year.
13.Develop confidential electronic spreadsheets in preparation for collective bargaining sessions and grievance/arbitration hearings as requested.
14.May be required to attend collective bargaining sessions, grievance/arbitration hearings, and/or court hearings for the purpose of presenting/verifying confidential payroll data.
15.Prepare end-of-year payroll/accruals/encumbrances and reports.
16.Assist with annual audit of Business Office records.
17.Maintain a computerized seniority list for all employees.
18.Assist with maintenance of employee attendance/leave balances in electronic attendance system.
19.Responsible for Workers Compensation reporting
20.Serve as the Safety Committee Chairperson.
21.Administer and coordinate all Department of Employment Security rules, procedures, and reports.
22.Respond to Federal, State and local employee survey requests as approved by the Superintendent and/or Director of Financial Operations.
23.May be required to represent the School Department at Department of Labor and Training hearings.
24.May be required to prepare letters, complete forms and verifications relating to payroll, retirement, employment, attendance and benefits.
25.Respond to employee requests for salary, payroll and leave information and balances.
26.Respond to vendor requests for payments as needed.
27.May be required to assist and train employees in the use of financial operating system and electronic attendance system.
28.Assist with budget and forecast preparation as need
29.May be required to attend budget presentations/workshops/meetings.
30.Attend financial software training and user group meetings as required.
31.May be required to attend RIDE training sessions and/or meetings.
32.Ability to work independently and under the direction of others.
33.Assume other duties as may be assigned by the Business Manager and/or the Superintendent.

NOTE:The School Department reserves the right to request, administer, and rate skill proficiency tests as it deems appropriate.

ENVIRONMENTAL CONDITIONS:
Environmental conditions are a means of describing the physical surroundings of a worker in a specific job. This position is performed in a school setting where the environmental conditions should have no effect on how the job is performed. Noise

• Level 3 - Moderate level of intensity.

TEMPERAMENTS:
Temperaments for the purpose of collecting occupational data are defined as personal traits required by a worker by specific job-worker situations. The temperaments required for this position include:
Directing Others

• Adaptability to accepting responsibility for the direction, control, or planning of an activity.
  Making Judgments

• Adaptability to making generalizations, evaluations, or decisions based on sensory or judgmental criteria.
  People

• Adaptability to dealing with people beyond giving and receiving instructions.
  Attaining Tolerances

• Adaptability to situations requiring the precise attainment of set limits, tolerances, or standards.
  Performing a Variety of Duties

• Adaptability to performing a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure.

PHYSICAL DEMANDS
Physical demands are a way of describing the physical activities that a job requires.
Rating Key:Occasionally - up to 1/3 of the time
Frequently - from 1/3 to 2/3 of the time
Constantly

• 2/3 of the time or more.

1.Strength

• Sedentary

• Lifting 10 maximum and occasionally lifting and/or carrying such articles as dockets, ledgers.
  2.Standing - (O)
  3.Walking - (O)
  4.Sitting - (F)
  5.Lifting - (O)
  6.Stooping - (O) Bending the body downward and forward to bending the spine at the waist.
  7.Reaching - (F) Extending the hand(s) and arm(s) in any direction.
  8.Handling - (F) Seizing, holding, grasping, turning or otherwise working with hand(s).
  9.Fingering - (F) Picking, pinching, or otherwise working with fingers primarily.
  10.Talking - (F) Expressing or exchanging ideas by means of the spoken word.
  11.Hearing - (F) Perceiving the nature of sounds by the air.
  12.Accommodation - (F) Adjustment of lens of eye to bring an object in to sharp focus.
  13.Field of Vision - (O) Observing an area that can be seen up and down or right to left when eyes are fixed on a given point.

GENERAL EDUCATION DEVELOPMENT:
General educational development embraces those aspects of education (formal and informal) which contribute to the worker's reasoning development and ability to follow instructions. This is education of a general nature. Ordinarily, such education is obtained in elementary school, high school, or college. However, it derives also from experience and self-study. Ratings are based on a low of "1" and a high of "6".

REASONING

• LEVEL 4
  Apply principals of rational systems to solve practical problems and deal with a variety of concrete variables in situations where limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
  MATHEMATICS

• LEVEL 4
  ALGEBRA: Deal with system of real numbers; linear, quadratic, rational, exponential, logarithmic, angle and circular functions, and inverse functions; related algebraic solution of equations and inequalities; limits and continuity, and probability and statistical inference.
  GEOMETRY: Deductive axiomatic geometry, plane and solid; and rectangular coordinates.
  SHOP MATH: Practical application of fractions, percentages, ratio and proportion, mensuration, logarithms, slide rule, practical algebra, geometric construction, and essentials of trigonometry.

LANGUAGE

• LEVEL 3
  READING: Read a variety of novels, magazines, and encyclopedias. Read safety rules, instructions in the use and maintenance of shop tools and equipment, and methods and procedures in mechanical drawing and layout work. WRITING: Write reports and essays with proper format, punctuation, spelling and grammar, using all parts of speech. SPEAKING: Speak before an audience with poise, voice control, and confidence, using correct English and well-modulated voice.

SPECIFIC VOCATIONAL PREPARATION:
For the purpose of rating jobs, training time is defined as the amount of general education development and specific vocational preparation needed for average performance on a job. Ratings are based on a low of "1" and a high of "9". Level 6 is required for this position, which is over 1 year and up to and including 2 years.

APTITUDES:
Specific capacities/abilities of an individual in order to learn or perform adequately in a task or job duty. Ratings are based on a low of "5" and a high of "1".
Intelligence: General learning ability

• Level 3

• Average ability required.
  Verbal: Ability to understand meanings of words and ideas associated with them, and to use them effectively

• Level 3

• Average ability required.
  Numerical: Ability to perform arithmetic operations quickly and accurately

• Level 2

• Above average ability required.
  Spatial Perception: Ability to comprehend forms in space and understand relationships of plane and solid objects

• Level 3

• Average ability required.
  Form Perception: Ability to perceive pertinent detail in objects or in pictorial or graphic material

• Level 3

• Average ability required.
  Clerical Perception: Ability to perceive pertinent detail in verbal or tabular matter

• Level 2

• Above average ability required.
  Motor Coordination: Ability to coordinate eyes and hands or fingers rapidly and accurately in making precise movements

• Level 2

• Above average ability required.
  Finger Dexterity: Ability to move the fingers and manipulate small objects with the fingers rapidly and accurately

• Level 3

• Average ability required.
  Manual Dexterity: Ability to move the hands easily and skillfully

• Level 3

• Average ability required.
  Eye/Hand/Foot Coordination: Ability to move the hand and foot coordinately with each other in accordance with visual stimuli

• Level 3

• Average ability required.
  Color Discrimination: Ability to perceive or recognize similarities or differences in colors, or in shades or other values of the same color or to identify a particular color

• Level 4 - Below average ability required.

Note:The above description has been developed based on the guidelines as defined by the Americans with Disabilities Act (1990). Essential functions, tasks and activities were identified through on-side analysis and confirmation from the employer. This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.