Administrative Assistant for Transportation

Job Description: Administrative Assistant for Transportation

SUMMARY:

Position               : Administrative Assistant for Transportation

Description          : The position provides various administrative support to the Transportation Manager in administering the transportation department's activities and operations. This includes establishing and maintaining department records, coordinating assigned projects, and compiling and distributing a wide variety of materials and reports.

Reports to           : Transportation Supervisor

Department       : Transportation

Job type               : Full-time

Classification      : Non-Exempt

Calendar Type    : 10 Month (Calendar 1). Summer work may be assigned.

QUALIFICATIONS:

• A High School Diploma or equivalent is preferred.
• Job-related experience is preferred.
• Commercial Driver’s License Class B with passenger, school bus, and airbrake certification is preferred
• Required Testing: Pre-employment Drug Screening, Pre-employment Physical Exam
• Clearances: Criminal Justice Fingerprint/Background and Family Care Safety Registry Clearance
• Continuing Educ. / Training: Attend All Required In-Service Training; Annual training to maintain school bus endorsement; Participation in the District Drug/Alcohol Testing Program

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Oversees the department payroll, including the management of the time system, verifying employee work hours, tabulating payroll, correcting issues, and reporting.
• Accounts for, Enters, tracks, and reports employee time off to ensure the coverage of assignments by substitutes and compilation of attendance reports.
• Compiles data from various sources (e.g., invoices, Capital Outlay requests/purchases, information for Staff Handbook, inventory lists, etc.) to prepare reports, provide information, and process requests.
• Assists other staff with workload, as needed (e.g., answers phones, checks employees in and out, etc.) to ensure the work unit's effective and efficient functioning.
• Coordinates projects and activities (e.g., Department calendar, Department Portfolio, Daily/Weekly/Monthly Updates, Transaction Activity Reports, etc.) to ensure information is conveyed effectively and in a timely manner.
• Maintains various manual and electronic documents, files, and records (e.g., Department calendar, necessary forms, work orders, time sheets, etc.) to provide up-to-date information and/or historical reference per established administrative guidelines and legal requirements.
• Orders a variety of materials and supplies (e.g., shop supplies, parts, bus cleaning supplies, food and refreshments for meetings, department supplies as requested, etc.) to ensure necessary items are available.
• Performs a variety of clerical tasks for department administrators (e.g., composes correspondence; prepares, duplicates, and distributes materials; screens calls; maintains appointment calendar; schedules meetings, interviews, and evaluations; opens and routes mail; supports employee recognition activities; etc.) to assist them with their functions and responsibilities.
• Prepares a variety of correspondence, reports, and other materials (e.g., purchase orders, check requests, Bus Requests, Staff Handbook, Department Plan Portfolio, meeting agendas and minutes, memos, letters, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Processes a variety of documents and materials (e.g., purchase requisitions, check requests, purchased materials, work orders, timesheets, professional meeting requests, invoices, etc.) to complete activities in a timely manner and comply with financial, legal, or administrative requirements.
• Reconciles account balances for assigned budget categories each month for the purpose of maintaining accurate account balances.
• Responds to inquiries from various internal and external parties (e.g., District staff, other schools, office staff, site staff, the general public, parents, students, etc.) to provide information, facilitate communication among parties, and/or provide direction.
• Operate a School Bus as a driver when needed
• Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.
• Performs other duties as assigned.

SKILLS AND ABILITIES:

• Must possess excellent verbal and written communication skills to interact effectively with all management levels, including both internal and external parties associated with the district.
• Ability to develop and maintain productive working relationships both within and outside the district.
• Capable of handling multiple tasks simultaneously. Ready to upgrade skills as necessary to adapt to evolving job requirements. This includes proficiency in using standard office equipment and relevant software applications and maintaining accurate records.
• Basic mathematical understanding, including the use of fractions, percentages, and ratios, is essential.
• Ability to comprehend and follow complex written and oral instructions.
• Must be familiar with general office software, transportation-specific software, Microsoft Office suite, and other relevant technology and standards in the field.
• Efficient in scheduling activities, meetings, and events; collecting and organizing data; and employing basic job-related equipment.
• Adaptability to work collaboratively in diverse environments and situations, manage data with defined processes, and operate standardized equipment is necessary.
• Effectively identify issues and develop actionable plans to address them. This includes interpreting guidelines independently and solving moderate equipment-related problems.
• Must handle diverse groups and individuals, manage detailed data, and utilize specific job-related tools and equipment.
• Expected to maintain confidentiality, meet deadlines and schedules, manage detailed information/data effectively, and be willing to work in multiple locations as needed.
• Ability to communicate effectively in both written and oral forms with all levels of management, both internal and external to the district.
• Ability to establish and maintain effective internal and external working relationships with the

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling and significant fine finger dexterity. Generally, the job requires 70% sitting, 15% walking, and 15% standing.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements, physical demands, work conditions and environment listed above are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.