Administrative Assistant/Bookkeeper

Job Title: Bookkeeper, Operations/Facilities & 16th Section Land Administrative Assistant
Reports To: Chief of Operations
Receives Guidance From:  Chief of Operations, Director of Facilities, and Land Manager
FLSA Status: Compliant with position, salary and FLSA regulations

Job Purpose:

Provides combined administrative, financial, and operational support to Facilities & Operations Department and the 16th Section Land Management. 

Duties & Responsibilities

Operations & Facilities Coordination:

• Receive, log, and route facility maintenance work orders to internal technicians or contracted vendors.
• Assist in tracking work order status, scheduled equipment maintenance, and facility service agreements.
• Serve as a communication bridge between school administrators, operations staff, land managers, and external service providers.
• Manage general administrative tasks including phone coverage, digital file management, mail distribution, and customer service.
• Uphold strict confidentiality regarding operational, financial, and property records.

Financial & Bookkeeping Support:

• Process purchase requisitions, invoices, and payment vouchers for facilities, operations, and 16th Section land management.
• Perform data entry for routine bookkeeping, track departmental budget allocations, and reconcile operational accounts.
• Verify delivery receipts, resolve vendor billing discrepancies, and assist in maintaining fixed asset inventory records.
• Maintain organized financial records, lease files, contracts, and receipts for audit readiness.

16th Section Land Management Administrative Support:

• Maintain up-to-date payment ledgers and billing accounts for all 16th Section leases (residential, agricultural, commercial, hunting, etc.).
• Prepare and mail lease notices, past-due reminders, monthly billing statements, and fee collections.
• Process and digitize documentation for new leases, renewals, assignments, cancellations, and land classifications.
• Serve as the initial contact for lessees, answering inquiries regarding lease status, land usage, billing, or general administrative procedures.
• Assist the 16th Section Land Manager in coordinating with legal counsel, county foresters, appraisers, and the Secretary of State's Office.
• Help prepare documentation, lease approvals, and data for the annual report to the Secretary of State and School Board agendas.

Other:

• Maintain confidentiality
• Regular, dependable, in person attendance is an essential function of this position
• Perform such other and not specifically enumerated duties as may be requested by the Board of Education, superintendent, administrator, director or established by district policy
• Read, understand, and abide by Employee Conduct Policy, all other district, state and federal policies, and procedures and protocols as established by LCSD and the Mississippi Educator Code of Conduct.

Qualifications & Requirements

• Education: High school diploma or equivalent required; Associate's degree in business, land management, accounting, or office administration preferred.
• Experience: Minimum 2 years of bookkeeping, clerical, or office support experience; familiarity with lease management, or municipal/school land operations is a plus.
• Skills & Abilities:
  • Knowledge of basic bookkeeping procedures and property lease documentation.
  • Proficiency in accounting software, Google Workspace, and Microsoft Office (Excel, Word).
  • Ability to communicate clearly and professionally with lessees, vendors, and district leadership.
  • Strong organizational skills and attention to detail when managing legal contracts and accounts.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit, use hands for fine manipulation, handle or feel and reach with hands and arms using equipment such as a keyboard and video display panel. The employee is occasionally required to stoop, kneel, reach, crouch, or crawl. The employee must regularly lift and move up to 35 pounds and occasionally up to 75 pounds. Specific vision abilities required by this job include close vision.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is not a standard office setting; but rather encompasses the entire active school campus both inside and outside the facilities. The noise level in the work environment is usually low to moderate and occasionally high.

Note:  This is not necessarily an all-inclusive or exhaustive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. The job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify, or delete any aspect of this job (or the position itself) at any time as it deems advisable.

Terms of Employment:

Salary, days and work year as established by the Lamar County School District

Evaluation:

Performance of this job will be evaluated in accordance with the provisions of the Lamar County School Board policy on Evaluation of Employees.