SUMMARY: The administrative assistant will provide administrative, organizational, and financial assistance for the offices of Accountability and Accreditation and the 16th Section Land Lease Program. This position is responsible for office support operations, using technology and accounting systems for data entry and rental collections, and serving as the central liaison between tenants, third parties, and district departments.

JOB RESPONSIBILITIES:

1. Manages purchase order process for department, communicates directly with vendors, and receives and prepares invoices for payment approval.
2. Maintains routine flow of work, reports and requests for information, and follow-up to facilitate the work of the Director of Accountability & Accreditation.
3. Processes incoming/outgoing correspondences, provides information regarding district policies and procedures, and maintains confidential files to include student information and testing materials.
4. Ensures test materials are received, checked, and kept in a secure location.
5. Assists with organization of test materials for individual schools in the district.
6. Communicates with principals, parents, and school on behalf of the Office of Accountability & Accreditation.
7. Provides administrative support including drafting and typing memos, correspondence, forms and other materials to disseminate information or provide notification.
8. Schedules appointments and meetings to maintain calendar.
9. Obtains, compiles, organizes, and prepares information and data for various reports and meetings.
10. Coordinates the arrangements for test materials to be returned to the testing company for scoring.
11. Performs all purchasing duties related to 16th section, including inputting purchase requisitions for goods/services, reviewing invoices, submitting documentation to the Accounting Department for payment, and corresponding with vendors.
12. Receipts 16th section revenue and submits funds to the Accounting Department daily.
13. Inputs 16th section revenue and lease information into the financial accounting software system in a timely manner.
14. Works with the MS Secretary of State’s Office and the Chancery Clerk’s Office for proper accounting of 16th section leases and 16th section revenue.
15. Maintains correspondence with 16th section lease holders for timely submission of lease payments.
16. Monitors delinquent accounts monthly and coordinates with designee to draft delinquent notice letters and cancellation contracts for board approval.
17. Retrieves property tax report from the Chancery Clerk’s Office and informs tenants of delinquent land taxes.
18. Communicates with tenants regarding property-related issues and questions and notifies the necessary parties to address tenants’ needs for resolution.
19. Meets with prospective and current tenants regarding rental agreements and assignments.
20. Maintains printed documentation in an organized filing system for accurate record-keeping.
21. Coordinates with Superintendent’s office monthly for signatures and approval of new lease contracts, assignments, and cancellations.
22. Maintains a waiting list of interested sixteenth section lease holders.
23. Completes and/or assists in the preparation of all monthly, quarterly, and annual reports due to state and/or regulatory agencies and auditors.
24. Coordinates with SOCSD’s Designee to have approved rental contracts and assignments recorded at the courthouse.
25. Coordinates with tenants to pick up or mail contracts and assignments for required signatures.
26. Works with the local Notary Public to certify a tenant’s signature on contracts and assignments.
27. Coordinates with the President of the Board of Supervisors to sign rental contracts.
28. Attends meetings and workshops provided by the district to enhance learning and job performance.
29. Reports regularly and punctually to assigned work location and notifies supervisor or designee of impending absence in a timely manner.
30. Performs other duties as assigned by the Director of Accountability and Accreditation and Chief Financial Officer.

MINIMUM QUALIFICATIONS:

1. Degree in education or related area.
2. Excellent communication skills.
3. Good organizational skills.
4. Experience managing fiscal operations in an educational setting.
5. Administrative experience in operating a school-based program.
6. Evidence of leadership and knowledge of teaching practices.