Encumbrance Clerk

Job Summary

The Encumbrance Clerk is responsible for the accurate processing of purchase orders, maintaining district financial records, and ensuring all expenditures comply with board policy and state law. This role acts as a primary liaison between vendors and district staff to ensure the smooth procurement of goods and services.

• Purchase Order Management: Review, verify, and process all requisition requests. Ensure each request has the proper account code and sufficient funds available before "encumbering" the money.
• Budget Oversight: Monitor line-item accounts to prevent over-expenditure. Alert the Finance Director to potential budget deficits.
• Vendor Relations: Maintain an updated vendor database, including W-9 forms. Resolve discrepancies regarding pricing, shipping, or back-ordered items.
• Records Maintenance: Maintain organized digital and physical files of all purchase orders, contracts, and financial correspondence for audit purposes.
• Compliance: Ensure all purchases meet state bidding requirements and district procurement policies.
• Collaboration: Assist the Accounts Payable department in matching invoices to purchase orders and receiving reports to facilitate timely payment.

• Attention to Detail: Absolute accuracy in data entry and mathematical calculations is non-negotiable.
• Software Proficiency: Experience with school accounting software (e.g., Tyler Technologies, Frontline, or similar ERP systems) and Microsoft Excel.
• Integrity: Ability to handle confidential financial data with discretion.
• Communication: Strong interpersonal skills for explaining complex purchasing procedures to teachers and administrators.

• Minimum: High School Diploma or equivalent; at least 2 years of experience in bookkeeping or accounting.
• Preferred: Associate’s Degree in Accounting or Business; prior experience in a public school district or municipal government setting.