Encumbrance Clerk Specialist

JOB TITLE:                      Encumbrance Clerk

DEPARTMENT:                Finance

REPORTS TO:                 Chief Financial Officer

FLSA STATUS:                Non-Exempt

CONTRACT STATUS:     Full-time/12-month contract

SALARY SCHEDULE:     Payroll/HR/Finance/12-month Specialist

APPROVED BY:               Phillip Storm

APPROVED DATE:          12/11/2025

 

SUMMARY: Manage districtwide expenditure processes (non-payroll related) for all appropriated funds while ensuring compliance with district policies and Oklahoma School Laws and Regulations.  

ESSENTIAL FUNCTIONS: These statements are intended to describe the responsibilities assigned to this position and are not intended to represent an exhaustive list of all responsibilities, duties and skills required.

1. Oversee requisition process for all appropriated funds.
2. Determine that encumbrances do not exceed appropriations.
3. Ensure all expenditures are properly coded per Oklahoma Cost Accounting System (OCAS).
4. Initiate purchase orders after appropriate requisition approval process.
5. Prepare purchase orders for issuance of checks to vendors after receiving appropriate invoice documentation and verification that the applicable goods or services have been received in full by the school district.
6. Maintain purchase orders with supporting documentation on file for required time frames. Be prepared to provide these files to appropriate personnel upon request.
7. Provide Encumbrance Reports as required for monthly Board meetings.
8. Provide communication and guidance to school sites and departments regarding purchase order process.
9. Assists with special projects.
10. All other duties as assigned by the administrator.  

SUPERVISORY RESPONSIBILITIES:  None.

QUALIFICATION:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

1. High school diploma or equivalent.
2. Three (3) years of experience in a closely related field.

KNOWLEDGE/SKILLS/ABILITIES:  Computer literate. Excellent written and oral communication ability.  Ability to follow all district policies and procedures.  Ability to work independently, displaying initiative and enthusiasm for the tasks being done. Strong communication skills, orally and in writing, with faculty, staff, team members, and administrators.  Ability to work without supervision and work as a team player.  Ability to manage confidential information in a manner that respects students, families, and employees.  Ability to listen effectively.  Ability to perform duties with awareness of district requirements and Board of Education policies.  Ability to prioritize and manage available time to complete assigned tasks.  Ability to complete multiple tasks simultaneously.

LANGUAGE SKILLS:  Ability to speak clearly in well-modulated voice with good diction.  Ability to read, write, and interpret the English language in a variety of forms including procedure manuals and school law books.  Ability to communicate clearly and concisely, both orally and in writing. 

MATHEMATICAL SKILLS:  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent.

REASONING ABILITY:  Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

COMPUTER SKILLS:  Ability to create, edit, and share digitally in both Microsoft Office and Google environments. Comfortable learning new software applications.  Ability to fully understand and maximize capacity of district accounting software and assist other users.

LICENSES and REGISTRATIONS:  Current driver's license in good standing.

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 responsibilities of the job, the employee is required to talk and hear.  The employee is often required to sit and use his/her hands and fingers to handle or feel and reach with arms and hands and will frequently repeat the same hand, arm, or finger motion such as when word processing or setting up payroll information.  The employee is occasionally required to stand, walk, climb or balance, and stoop, kneel, crouch, or crawl.  The employee is required to lift up to 10 pounds frequently and up to 25 pounds occasionally.  Vision abilities required to perform this job include close vision. 

WORK ENVIRONMENT:  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. 

While performing the duties of this job, the employee's work area will be inside.  The noise level in the work environment is usually quiet to moderate.  Walking traffic of employees and visitors through the work area is frequent and normal.