LCS Operations/Facilities/16th Section Land Administrative Assistant/Bookkeeper

About the Role

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

Responsibilities

• 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.
• 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.
• 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.
• 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

• 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.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

• 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.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.