Office Manager Secretary Jobs in Indiana (NOW HIRING)

JOB TITLE: Office Manager for Transportation

FLSA CLASSIFICATION: Non-exempt, hourly

WORK DAYS: 261 days (including paid holidays)

STANDARD HOURS PER DAY:     8 hours per day (excluding 60-minute unpaid, duty-free meal break)

WORK YEAR: The Office Manager for Transportation is generally employed for at least 261 days (excluding paid holidays or paid vacation time).

SALARY SCHEDULE & BENEFITS: This position is paid on the "Specialist" salary schedule, Level 1, and is eligible for benefits under the "Support Staff" benefits schedule after 90 consecutive days of employment. 

REPORTS TO:     Director of Transportation. 

SUPERVISES: The Office Manager for Transportation does not supervise any other employee(s).

GENERAL SUMMARY OF DUTIES:

Under direct supervision, this position supports Transportation Department leadership by maximizing efficiency across the district, delivering exceptional customer service, and performing clerical and administrative assistant duties. Performs related work as assigned 

ESSENTIAL FUNCTIONS:

1. Office Operations and Administration:
   1. Manage daily operations of the Transportation office and related facilities to ensure efficiency.
   2. Oversee procurement and inventory of office supplies and materials.
   3. Coordinate maintenance and servicing of office technology/equipment, including copiers and printers.
   4. Maintain organized systems for records, files, and documentation.

1. Payroll, HR, and Staffing Support:
   1. Support payroll processes by ensuring accurate timekeeping system management for attendance and payroll data.
   2. Maintain personnel records and ensure compliance with onboarding and offboarding requirements.
   3. Coordinate recruitment activities, including job postings, interview scheduling, and candidate tracking in Frontline.

1. Customer Service and Communication:
   1. Provide high-quality customer service to visitors, staff, and community members.
   2. Ensure timely and accurate communication of messages and information to appropriate personnel.
   3. Collaborate with the Director of Marketing and Communications to share relevant updates from building leaders and staff.

1. Facilities and Asset Management:
   1. Manage facility usage processes, including scheduling, approvals, and invoicing for building reservations.
   2. Maintain and oversee key control systems for service vehicles and building access.

1. Transportation Operations Support:
   1. Support the Bus Dispatcher with routing and operational needs.
   2. Operate two-way radio communication systems to assist with driver coordination and transportation logistics.

1. Technology and Data Management:
   1. Operate and troubleshoot office technology, including computers, software systems, and standard office equipment.
   2. Maintain accurate, complete, and timely records and data related to job responsibilities.
   3. Stay current with district technology tools and participate in ongoing training to maintain required proficiency.

NON-ESSENTIAL FUNCTIONS: 

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members. 

1. Performs related duties as directed. 

ENTRY-LEVEL REQUIREMENTS:

1.    EDUCATION/TRAINING: High school diploma or GED is required; 

2.    EXPERIENCE: This is an entry level clerical/secretarial position that requires little or no previous experience or training except the knowledge, skills and abilities to perform the essential job functions.

3.    CERTIFICATIONS &/OR LICENSES: None required.

4.    OTHER: Ability to perform the essential functions, meet the performance aptitudes, and fulfill the physical/sensory/environmental requirements of the job (with or without reasonable accommodations) is required.

PERFORMANCE APTITUDES:

1. Data Utilization: Requires the ability to compile, assemble, copy, record and/or transcribe data and/or information according to a prescribed schema or plan. Includes judging whether readily observable functional, structural or compositional characteristics are similar to or divergent from prescribed standards, procedures or routines. 
2. Human Interaction: Requires the ability to exchange information for the purpose of obtaining information or clarifying details. Performs such within well-established policies, procedures and standards. 
3. Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. 
4. Verbal Aptitude: Requires the ability to utilize a variety of reference data and information. 
5. Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division. 
6. Functional Reasoning: Requires ability to carry out detailed but uninvolved written or oral instructions. Involves routine work according to clearly prescribed standard practices, with some latitude for independent judgment. 
7. Situational Reasoning: Requires the ability to exercise the judgment required in situations characterized by repetitive or short cycle operations covered by set procedures or sequences. 

PHYSICAL REQUIREMENTS: Tasks involve the regular and, at times, sustained performance of moderately physically demanding work, typically involving some combination of climbing and balancing, stooping, kneeling, crouching, and crawling, and that may involve the lifting, carrying, pushing, and/or pulling of moderately heavy objects and materials (20-50 pounds). 

SENSORY REQUIREMENTS: Some tasks require visual perception and discrimination. Some tasks require oral communications ability. 

ENVIRONMENTAL FACTORS: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.