Primary Purpose:
Under minimal supervision, organize and conduct the routine work activities of the transportation department and provide clerical services to the director of transportation. Monitor and respond to two-way radio communications. Answer, record, and route telephone calls. Record absentee calls and assign substitutes.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Strong telephone skills
Proficient keyboarding, data entry, word processing, and file maintenance skills
Knowledge of correct English usage, grammar, spelling, and punctuation
Knowledge of basic bookkeeping principals
Ability to use software to develop spreadsheets, databases, and do word processing
Ability to prioritize workflow to address the multiple needs of the supervisor or department
Ability to multi-task numerous complex administrative activities
Strong organizational, communication, and interpersonal skills
Experience:
Preferred 2 years secretarial experience, preferably in public education environment
Major Responsibilities and Duties:
Communication
- Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests falling within level of responsibility.
- Monitor and respond to two-way radio communications.
- Receive, record, and report driver and bus monitor absence calls.
- Respond to driver requests for assistance and dispatch tow trucks, emergency services, and additional equipment as needed.
- Process requests for extracurricular transportation and arrange for drivers and appropriate equipment as needed.
Accounting/Payroll
- Assist with routine bookkeeping tasks
- Order office supplies for department. Prepare purchase orders and payment authorizations as directed.
- Compile and report time records, including leave requests and reports. Prepare payroll data on department employees.
Other
- Welcome all visitors and handle their requests or refer them to appropriate personnel. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.
- Maintain a calendar of department activities and staff schedules and make appointments as required. Make meeting arrangements including arranging and setting up facilities and equipment and preparing materials.
- Maintain confidentiality of information.
- Follow district safety protocols and emergency procedures.
Supervisory Responsibilities:
None
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment, including computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours
Mental Demands: Maintain emotional control under stress; work with frequent interruptions