Encumbrance Clerk

Ponca City Public Schools
Job Description
Encumbrance Clerk
Date: July 1, 2016
Reports to: Executive Director of Finance/Treasurer
Supervises: N/A
Qualifications: High School Diploma or Equivalent
At Least (1) Year of Office Experience
12 hours Training in School Finance upon hire;
12 hours Continuing Education every (3) years thereafter
Requires District Provided Bonding
Job Goal: Manage the district's finances in accordance with all applicable laws.
Employment Terms: 12 Months, 8 hours per day
7:30 A.M. - 4:30 P.M., exclusive of a lunch
Occasionally, special arrangements may be made with the
supervisor if the situation warrants. Supervisor approval is
required if the contract day varies.
FLSA Classification: Nonexempt
Evaluation: Annually by Executive Director of Finance/Treasurer
Physical Demands: This is an overview intended for compliance with the ADA - it is not an exhaustive list of the duties to be performed. Reasonable accommodations may be made to enable individuals to perform the essential functions of a specific position.
Regular Requirements: Sit for extended periods; twist at the neck and trunk; bend and reach at, below and above shoulder level, repetitive use of fingers and hands to grasp and/or operate equipment; lift/move up to 15 pounds
Occasional Requirements: Walk, reach with hands and arms overhead, above shoulder and horizontally; lift/move up to 25 pounds
Visual Requirements: Close, color, peripheral, depth perception, ability to adjust focus
Hearing/Speaking Requirements: Adequate to exchange information
Essential Duties and Responsibilities:
1. Collaborates with the Executive Director of Finance/Treasurer to establish and maintain an effective district-wide accounting system which includes a thorough and accurate record of the district's finances, and all records required by the Oklahoma and United States Departments of Education.
2. Provides accounting services necessary to prepare, administer, supervise and control district budgets, including preparation, entry, and proper disbursement of district funds.
3. Prepares and presents monthly reports which include the amount for which warrants have been drawn for current year through end of the preceding month, the accounts against which the warrants have been drawn, and the balance to the credit of each account.
4. Ensures the district's records management procedures and practices meet all legal requirements concerning requisitions, purchase orders, invoices, affidavits, etc., which includes coding purchase orders.
5. Reviews records submitted by district record keepers for accuracy and notifies the superintendent in writing of any abnormalities.
6. Keeps up-to date on changes in OCAS coding and assists with OCAS coding reports.
7. Obtains, gathers, and organizes pertinent data required for preparation of financial reports.
8. Reviews, records, and prepares W-9, 1099 form, and 1096 form, including disbursing to the IRS in regard to appropriated funds.
9. Regularly participates in appropriate professional development and/or continuing education opportunities.
10. Assists the Executive Director of Finance/Treasurer with year-end OCAS data.
11. To ensure continuity of services, remote work may be necessary in the event of a health crisis or disruptive situation that requires the closing of school and/or office buildings. An employee's eligibility for remote work will be determined by the superintendent of schools. Expectations and guidelines for remote work will be distributed by the employee's supervisor, based on his/her role and responsibilities.
12. Performs all other tasks as supervisor may assign.