(Classified) Activity Fund Clerk

Job Title:  Accounts Payable/ Activity Funds Clerk

Department:  Finance

Reports To:  Chief Financial Officer

Contracted Days:  261

Responsible for accounts payable including conducting reviews and analyses of invoices and billing statements to insure timely and accurate payments. Interacts with vendors, faculty, and staff regarding payment inquiries. Exhibits exceptional customer service through courteous, pleasant, and timely communications.

Supervise the daily operations of the School Activity Funds. Ensure compliance with the laws and policies of the Board of Education district and state.

 Minimum Qualifications/Job Requirements: 

Education:  High school diploma or equivalent, required

Knowledge, Skills, and Abilities:  Experience in Microsoft Excel/Google Sheets, Microsoft Word/Google Docs; Knowledge of general accounting procedures; Ability to meet deadlines; Attention to detail, highly organized, and able to maintain accurate records for district and auditing requirements.

Preferred Qualifications: 

Education: 

• Bachelor's degree in Business Administration or related area AND one year accounts payable or related experience;
• OR, Associate Degree with two years of progressive accounts payable experience;
• OR, An equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Specialized Knowledge, Skills, and Abilities: 

• Knowledge of State School Laws, district financial policies, and Oklahoma Cost Accounting System (OCAS) requirements
• Knowledge of principles, practices, regulations, and procedures as they relate to purchasing and accounts payable
• Knowledge of the application of data processing techniques in automated accounting systems.
• Skills in customer service / public relations
• Skills in verbal and written communication
• Strong analytical and problem solving skills with attention to detail
• Proficient math and organization skills
• Ability to balance independent and team collaboration

The Board of Education and Superintendent may approve alternatives to some of the listed qualifications.

Essential Job Functions - (Majority of duties performed, but not meant to be all inclusive nor prevent other duties from being assigned as necessary):

• Monitor purchase requisitions for accuracy and proper approval
• Process activity fund purchase orders, including payment
• Review and close encumbrances and purchase orders on a monthly basis
• Maintain vendor files, correspond with vendors, and respond to inquiries
• Field and answer questions from school personnel and the public
• Research and resolve invoice discrepancies and issues
• Provide support and training for all accounting software users
• Reconcile activity fund accounts and prepare monthly report for board meetings
• Provide fundraising and activity fund transfer information for board approval
• Submit any deposits to district treasurer for deposit and reporting
• Provide supporting documentation for audits
• Perform other duties as assigned

Working Conditions – (Typical working conditions associated with this type of work and environmental hazards, if any, that may be encountered in performing the duties of this position):

Typical working conditions are a climate controlled environment, where exposure to conditions of extreme heat/cold, poor ventilation, fumes and gases is very limited.  Noise level is usually moderate as in a normal office environment, and does include sounds of a school hallway, cafeteria/playground environment.  No environmental hazards are encountered in the normal performance of duties.

Physical Demands – (The physical effort generally associated with this position):

Work normally requires finger dexterity and eye-hand coordination to operate computer keyboard at a moderate skill level.  Work may require occasional pushing, pulling or carrying up to 50 pounds.  Work involves frequent standing, walking and sitting.

There will be no discrimination in the district because of age, color, disability, gender, gender expression or identity, genetic information, national origin, pregnancy, race, religion, sex, sexual orientation, or veteran status in its programs, services, activities and employment.  The district also provides equal access to the Boy Scouts of America and other designated youth groups.