Administrative Support Specialist for District Operations

1 week ago

Starkville, Mississippi, United States Starkville Oktibbeha School District Full time

We are seeking a highly skilled Administrative Support Specialist to join our team at Starkville Oktibbeha School District. This role will provide administrative, organizational, and financial assistance for the offices of Accountability and Accreditation and the 16th Section Land Lease Program.

Job Summary:

The successful candidate will be responsible for managing the purchase order process, communicating with vendors, and preparing invoices for payment approval. Additionally, they will maintain routine workflows, reports, and requests for information, as well as facilitate the work of the Director of Accountability & Accreditation.

Key Responsibilities:
  • Manage the purchase order process, communicate directly with vendors, and prepare invoices for payment approval.
  • Maintain routine workflows, reports, and requests for information, and facilitate the work of the Director of Accountability & Accreditation.
  • Process incoming/outgoing correspondence, provide information regarding district policies and procedures, and maintain confidential files.
  • Evaluate test materials, receive, check, and store them in a secure location.
  • Assist with organizing test materials for individual schools within the district.
  • Communicate with principals, parents, and schools on behalf of the Office of Accountability & Accreditation.
  • Provide administrative support, including drafting and typing memos, correspondence, forms, and other materials.
  • Schedule appointments and meetings to maintain calendars.
  • Collect, organize, and prepare information and data for various reports and meetings.
  • Coordinate arrangements for test materials to be returned to the testing company for scoring.
  • Perform all purchasing duties related to the 16th section, including inputting purchase requisitions for goods/services, reviewing invoices, submitting documentation to the Accounting Department for payment, and corresponding with vendors.
  • Receipts 16th section revenue and submits funds to the Accounting Department daily.
  • Inputs 16th section revenue and lease information into the financial accounting software system in a timely manner.
  • Collaborates with the MS Secretary of State's Office and the Chancery Clerk's Office for accurate accounting of 16th section leases and revenue.
  • Maintains correspondence with 16th section lease holders for timely submission of lease payments.
  • Monitors delinquent accounts monthly and coordinates with designees to draft delinquent notice letters and cancellation contracts for board approval.
  • Retrieves property tax reports from the Chancery Clerk's Office and informs tenants of delinquent land taxes.
  • Communicates with tenants regarding property-related issues and questions and notifies necessary parties to address tenant needs for resolution.
  • Meets with prospective and current tenants regarding rental agreements and assignments.
  • Maintains printed documentation in an organized filing system for accurate record-keeping.
  • Coordinates with Superintendent's office monthly for signatures and approval of new lease contracts, assignments, and cancellations.
  • Maintains a waiting list of interested sixteenth section lease holders.
  • Completes and/or assists in preparation of all monthly, quarterly, and annual reports due to state and/or regulatory agencies and auditors.
  • Coordinates with SOCSD's Designee to have approved rental contracts and assignments recorded at the courthouse.
Requirements:
  • Bachelor's degree in education or related field.
  • Excellent communication and organizational skills.
  • Experience managing fiscal operations in an educational setting.
  • Administrative experience in operating a school-based program.
  • Evidence of leadership and knowledge of teaching practices.

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