Secretary of Operations (26-27 SY)

Job purpose:

To provide administrative, clerical, financial, and organizational support for the management of Sixteenth Section Trust Lands and the Department of Safety and Security, ensuring accurate records, efficient operations, regulatory compliance, and effective communication with district personnel, governmental agencies, and the public.

Duties and responsibilities:

• Provide clerical, administrative, and organizational support to the Sixteenth Section Land Manager, Administrator of Safety and Security, and department staff.
• Prepare, process, and maintain documents related to Sixteenth Section Trust Lands, including lease applications, leases, lease amendments, lease assignments, quitclaim deeds, billing documents, reports, correspondence, and required state forms.
• Maintain accurate and up-to-date records, files, maps, surveys, classifications, inventories,

databases, spreadsheets, and other departmental documentation in accordance with district policies, state requirements, and established procedures.

• Receive, record, track, and reconcile Sixteenth Section lease payments and maintain associated

financial records.

• Monitor departmental expenditures, maintain budget records, and assist with purchasing processes, including coordinating purchase orders, deliveries, invoices, and payments.
• Maintain accurate inventories of departmental equipment, supplies, and assets, including tracking distribution, repairs, maintenance, and replacements.
• Answer telephone calls, respond to routine inquiries, direct communications appropriately, and

serve as a point of contact for the public, district personnel, vendors, and governmental agencies.

• Organize and maintain confidential files and records, including residency investigations, safety

and security documentation, lease records, financial records, and other sensitive information.

• Create and maintain spreadsheets, reports, and databases to support operational efficiency, compliance, and decision-making.

   

• Assist in planning, coordinating, documenting, and maintaining records related to district safety drills, emergency exercises, emergency preparedness activities, and special events.
• Coordinate communication and documentation with School Safety Coordinators and assist with district-wide safety and security initiatives.
• Support collaboration and communication with local law enforcement agencies, fire departments, Emergency Medical Services (EMS), emergency management agencies, state agencies, vendors, lessees, and other stakeholders as needed.
• Assist during emergencies, critical incidents, and other situations requiring administrative support and documentation.
• Ensure all forms, records, and procedures remain current and compliant with applicable laws,

regulations, policies, and district guidelines.

• Schedule meetings, maintain calendars, prepare agendas, compile information, and assist in preparing reports for administrative review.
• Maintain and accept responsibility for any district owned fixed asset item assigned to employee

and ensure appropriate use by following district policies for acceptable use

• Undergo periodic evaluations according to state and board policy procedures
• Maintain confidentiality
• Regular, dependable/timely and in person attendance is an essential function of this position
• Perform other duties as assigned by the Sixteenth Section Land Manager, Administrator of Safety and Security, Superintendent, or Board of Education
• Read, understand, and abide by Employee Conduct Policy, GAB, all other district policies and

applicable procedures and protocols as ,established by RCSD, and Mississippi Educator Code of Conduct

Qualifications:

• Education Level:  Minimum of High School Diploma
• Certification:
• Other Requirements:  Computer skills that are experienced in using software such as Microsoft Office 365 (Word, Excel, PowerPoint), Google (Chrome, Docs, Sheets, Drive), navigating the internet and email, understanding basic file management (creating, saving, and organizing files), and basic troubleshooting strategies for computer issues.

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 terminal. 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.

Terms of Employment:

Salary, days and work year as established by the Rankin County Board of Education

Evaluation:

Performance of this job will be evaluated in accordance with the provisions of the Rankin Com1ty School Board policy on Evaluation of Employees.

Reviewed and agreed to:  Date: 

(employee)

Reviewed and agreed to by:  Date: '-

(supervisor)