Encumbrance/Hr Clerk

We are seeking an Encumbrance/HR Clerk with a passion for creating and organizing financial systems as well as helping employees with human resources.

TSAS is a free public charter school with small class sizes that prioritizes innovation and teacher autonomy.

This job requires an individual who is organized, self-motivated, and a quick-learner who understands how to create and work within systems. This job involves handling sensitive information and requires utmost discretion. Interpersonal and communication skills are essential for engaging with the Executive Director, board members, teachers, team members, parents and students. Computer skills and knowledge of programs such as Microsoft Excel or Google Sheets, are needed.

A Bachelor's degree in Finance or Accounting is required, or 3 years of similar work experience.

Job Title: Encumbrance/HR Clerk

Reports To: Director of Processes and Systems

Evaluated By: Director of Processes and Systems

Position Summary: 12-month employee, $35,000-$45,000 (doe) + benefits,

Responsibilities: 

• Maintains activities regarding the purchasing cycle
  • Creates and processes purchase orders and requisitions
  • Verifies available appropriations prior to issuing purchase order
  • Maintains database of all purchase orders, requisitions and invoices to be paid monthly
  • Checks monthly statements
  • Assumes responsibility for all correspondence regarding all invoices
  • Completes credit applications and tax exemption forms as needed
• Maintains activities regarding finances
  • Works closely with Executive Director and Treasurer to ensure all of the school’s disbursement and payment goals are met
  • Maintains proper and complete record-keeping and supporting documentation in compliance with TSAS policies and OCAS regulations
  • Provides daily assistance and direction to all employees regarding financial responsibility of activity accounts
  • Collaborates with accountants to prepare documents for annual audit
  • Keeps spreadsheet, receipts and pays monthly credit card
  • Prepares payroll
  • Orders classroom and office supplies
  • Submits bank deposits
  • Attends state-mandated encumbrance training (required 12 hours during first year)
  • Receives school lunch payment, enters into fee system and sends receipts
  • Sets up specific QR codes for club or school activities needing payment
• Maintains activities regarding the Board of Trustees
  • Submits monthly listing of encumbrances to Board of Trustees for approval
  • Serves as Board of Trustees Minutes Clerk
  • Attends all public meetings of the Board of Trustees
  • Files Board of Trustee meeting agendas and minutes with the County Clerk in compliance with the Oklahoma Open Meeting Act
  • Records minutes of Board of Trustees meetings in accordance with the Oklahoma Open Meeting Act
  • Assembles and forwards Board packets
  • Types agendas for all Board meetings
• Maintains activities regarding human resources
  • Constructs contracts
  • Keeps records of contracts
  • Runs accrual for employee sick and personal days
  • Files garnishments with appropriate agencies
  • Processes sick bank donations
  • Balances retirement and healthcare benefits
  • Coordinates insurance opportunities for employees
  • Keeps records of personnel information
  • Completes proof of employment documents
  • Onboarding new hires by sending offer letters, sending and processing onboarding paperwork
  • Offboarding employees by sending offboarding email with exit survey and other needed items
    
  • Oversees BambooHR