Job Title: Administrative Assistant III - Transportation        

Exemption Status: Nonexempt

Reports to: Director of Transportation

Pay Grade: Clerical/Technical 5

Dept./School: Transportation

Date Revised: 4/16/2024

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.

Qualifications:

Education/Certification:

High school diploma or GED

Associates degree preferred

Special Knowledge/Skills:

Proficient keyboarding, data entry, word processing, and file maintenance skills

Knowledge of correct English usage, grammar, spelling, and punctuation

Knowledge of basic accounting 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 and complete detailed assignments

Ability to multi-task numerous complex administrative activities with frequent interruptions

Strong organizational, communication, and interpersonal skills

Experience:

Three to five years secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare correspondence, memorandums, forms, requisitions, and reports for the director and other transportation department staff.
2. Receive and process work orders.
3. Compile maintain, and file all reports, records, and other documents as required including bus incident reports, trip forms, and student records.
4. Set up and maintain secure convenience files on all department employees in accordance with state, federal, and district requirements. Coordinate file maintenance schedules with central office.

Phones

1. Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests falling within level of responsibility.

Accounting

1. Perform routine bookkeeping tasks and maintain department budget records in an accurate manner including calculating trip tickets and billing appropriate department or campus for payment.
2. Order office supplies for department. Prepare purchase orders and payment authorizations as directed.
3. Compile and report time records, including leave requests and reports. Prepare payroll data on department employees.

Other

1. 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.
2. 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.
3. Maintain confidentiality of information.
4. Maintain confidentiality regarding student and coworker information and as required by FERPA
5. 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; repetitive hand motions, prolonged use of computer.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.