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Encumbrance Clerk

Job

Oklahoma State School Boards Association

Paoli, OK (In Person)

Full-Time

Posted 2 weeks ago (Updated 2 days ago) • Actively hiring

Expires 8/6/2026

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Job Description

Encumbrance Clerk Position Category Secretarial/Clerical Position Type Encumbrance Clerk Posting Start Date 6/24/2026 Posting End Date 8/31/2026 Position Start Date 7/1/2026 School District Paoli Public School City, State Paoli , OK United States Description The Encumbrance Clerk is responsible for maintaining the financial integrity of the district by ensuring that all financial commitments (encumbrances) are within the district's appropriated budget and are properly authorized. This position requires meticulous record-keeping and strict adherence to Oklahoma school finance laws and State Department of Education (OSDE) accounting procedures.
Key Duties and Responsibilities Appropriation & Ledger Management:
Maintain accurate Appropriation and Encumbrance Ledgers for all district funds.
Budgetary Control:
Verify that proposed encumbrances do not exceed current appropriations and are charged to the correct appropriation account.
Purchase Orders & Warrants:
Complete or verify purchase orders, transmit warrants to vendors, and ensure all payments are processed in accordance with board-approved procedures.
Documentation & Record-Keeping:
Maintain all official financial books, documents, and invoices. Ensure files are audit-ready and compliant with OSDE standards.
Reporting & Reconciliation:
Provide regular financial reports as requested by the Board of Education or the Superintendent.
Statutory Compliance:
Ensure all financial transactions align with the Oklahoma School District Budget Act and other relevant state statutes.
Required Qualifications Training & Certification:
Must complete at least 12 hours of approved instruction on school finance laws, accounting, and ethics within nine (9) months of initial employment.
Continuing Education:
Must complete an additional 12 hours of approved continuing education instruction every three (3) years as required by 70 O.S. § 5-190.
Conflict of Interest:
Per state law, the Encumbrance Clerk may not be a member of the Board of Education, the Superintendent, or a teacher/instructor employed by the district. Preferred Qualifications Experience as encumbrance clerk Include the following materials with your application: Resume Include the following materials with your application: Reference List Application Instructions Email documents to Albert McReynolds Superintendent at a.mcreynolds@paoli.k12.ok.us Contact Name Albert McReynolds Contact Email a.mcreynolds@paoli.k12.ok.us