Smithfield Public Schools
Smithfield, Rhode Island

Job Details
Job ID: 4083900 Application Deadline: Posted until Filled
Posted: November 14, 2022 Starting Date: Immediately

Job Description
Full-time Payroll Coordinator needed for Smithfield Public Schools. This is a 12-month position

The payroll coordinator is responsible for accurately processing payroll and tracking attendance for all school department employees in accordance with contracts and applicable laws and regulations.

Director of Financial Operations

Individual Contract – not a member of the noncertified collective bargaining unit.


1.Bachelor’s Degree in accounting preferred, or equivalent combination of education, training, and experience.
2.Experience with ADP or other computerized payroll service required.
3.Knowledge of reconciliation reporting of quarterly payroll taxes with ADP and government.
4.Understanding of IRS regulations and generally accepted payroll management functions including payroll taxes, W-2’s, 403(b), retirement, benefit deductions, salary adjustments, wage garnishments, etc.
5.Experience in the preparation and analysis of monthly, quarterly and annual budget to actual reports.
6.Knowledge of grant versus local expenditure accounts.
7.Knowledge and experience with automated accounting software required, with preference to experience with Infinite Vision software.
8.Understanding and experience with UCOA, including the ability to check new account strings for validity.
9.Experience Word, Excel, Frontline, Google Docs, Google Sheets.
10.Strong communication skills and ability to multi-task and work in a busy environment with deadlines.
11.Knowledge and skills to maintain accurate records and documentation. Commitment to maintaining confidentiality.
12.And/or such alternatives to the above qualifications as the Superintendent may deem appropriate and acceptable.

•Responsible for completing all phases of school biweekly payroll from compiling timesheets, verifying, calculating, and inputting appropriate deductions and other payroll data to the distribution of checks/direct deposits accurately.
•Create and maintain employee personnel profiles in ADP and Frontline, ensure accuracy of data and update as required.
•Track longevity and step increases for staff and the accurate calculation of adjustments and update all records.
•Calculate, record and distribute third party payments for payroll deductions and ensure the accurate and timely completion of all reports, update record, and distribution of payments related to retirement, annuities, garnishments, and all other employee payroll deductions.
•Maintain staff attendance records for all employees and substitutes in Frontline and generate reports as requested.
•Prepare information relating to salaries/benefits and other confidential record analysis as required by the Director of Financial Operations. Ability to maintain the strictest confidence concerning personnel, students, and operational concerns of the District.
•Conduct long range financial analysis and prepare long-term financial forecasts relative to the results.
•Respond to verification requests of teaching experience from other school districts and wage history reports as well as teacher day count for ERSRI.
•File monthly report to ERSRI of day count of retirees.
•Prepare forms and reports as required by Federal, State and local government, including monthly census data, EEO-5, records of salary and fringe benefit expenditures and ensure accounting entries are completed for all salary and employee benefits as required.
•Balance quarterly tax statements and W-2’s and work with others on year-end reporting.
•Prepare salary information for quarterly Medicaid reports.
•Respond to employee requests for salary, payroll and leave information and balances.
•Knowledge of applicable data privacy practices and laws (HIPAA and FERPA, etc.).
•Ability to collaborate and maintain strict confidentiality in accordance with established Smithfield policies and legal requirements.
•Willingness to promote the general goals of the District.
•Assists in the preparation of confidential data and other information in anticipation of negotiations with union employees. Participates in strategy sessions regarding evaluation of union negotiation proposals and assists the Director of Operations in developing responses thereto.
•To have regular have access to confidential information concerning anticipated changes which may result from collective bargaining negotiations and assist and advise the Director of Financial Operations and the Superintendent of Schools regarding such matters.
•Assist in the preparation of certified and non- certified employment reports development of recommendations for the Superintendent and School Committee including the strategic impact of leave of absence requests, retirements, involuntary transfers, displacements, non-renewals and terminations.
•Provide confidential administrative support to the Superintendent and/or designee and the director of financial Operations.
•Works cooperatively with all other employees in different departments at central office.
•Continuing responsibility for and providing assistance in and to act in a confidential capacity to the Director of Financial Operations and the Superintendent of Schools in the formulation, determination, and effectuation of management policies in the field of labor relation.
•Assist in the supervision of the payroll system and benefits budget, including accounting control compliant with Rhode Island Uniform Chart of Accounts (UCOA).
•Supervise methods used for processing payroll to utilize scheduling techniques for the coordination of tasks to maximize personnel and resource utilization.
•Identify problems, secure relevant information, recognize possible causes of conflict and notify the Director of Financial Operations.
•Assist other central office staff as required. Assume other duties as may be assigned by the Superintendent or Director of Financial Operations.

Physical Demands:

•The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•While performing the duties of this job, the employee is regularly required to sit for extended periods of time.
•Dexterity of hands and fingers to operate a computer keyboard, mouse and to handle other computer components is essential.
•Specific vision ability required by this job includes close vision with the ability to review hard copy and electronic-based data for extended periods of time.
•Frequently, the employee must meet deadlines with severe time constraints and interact with state agencies, other school districts and fellow coworkers.
•The position may require the employee to work irregular or extended hours, direct responsibility for the safety, well-being, or work output of other people, and meet multiple demands from several personnel.

Position Type: Full-time
Positions Available: 1
Salary: $56,000 to $62,000 Per Year

Welcome to Smithfield Public Schools!

Smithfield is a suburb located 10 miles northwest of Providence. Smithfield Public Schools serves over 2,400 students in PreK-12 in 6 schools: Smithfield High School, Gallagher Middle School, and 4 elementary schools. By 2021-2022, the district will have 3 renovated and expanded elementary schools thanks to a $45 million school construction bond. Our promise: Every student will be prepared for continued learning, career, and life.

Equal Opportunity Employer
Smithfield Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.

Job Requirements
  • At least 3 years of relevant experience preferred
  • Citizenship, residency or work VISA in United States required

  • Application Questions
    This employer has requested that all applicants answer the following questions. It is highly recommended that you type any essays in a word processing program, save them, and then paste them on the proceeding job application page.
    1. I certify that the facts set forth in this Application for Employment are true and complete to the best of my knowledge. I understand that if I am employed, false statements, omissions or misrepresentations may result in my dismissal. I authorize the Smithfield Public School District to make an investigation of any of the facts set forth in this application and release the District from any liability. The employer may contact any listed references on this application.

    Contact Information
    Smithfield Public Schools
    49 Farnum Pike
    Smithfield, Rhode Island 02917
    Phone: 401-231-6606