Administrative Assistant

Primary Purpose:

Assist with daily operations of transportation office and provide clerical services to director of transportation.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient typing, keyboarding, and file maintenance skills

Knowledge of correct English usage, grammar, spelling and punctuation

Basic math skills

Ability to use personal computer and software to develop spreadsheets, databases, and do word processing

Notary

Experience:

Three years secretarial-payroll and or purchasing experience, preferably in public education.

Major Responsibilities and Duties:

Records, Reports and Correspondence

1. Prepare correspondence, memorandums, forms, requisitions, and reports for transportation office.
2. Receive and process work orders.
3. Compile pertinent data to prepare various required state and local reports
4. Maintain physical and computerized departmental files on transportation issues, including bus incident reports and trip forms.
5. Keep up-to-date files for all department employees, including bi-annual license checks.
6. Maintain appropriate student records and assist with routing information and student bus assignments as needed.

Phones

1. Answer incoming calls, take messages, and route them to appropriate staff; handle questions and requests that fall within level of responsibility.

Accounting

1. Assist with preparation of purchase orders and payment authorizations.
2. Compile and report time records or prepare payroll on employees using TimeClock Plus program.
3. Calculate trip tickets for payment to route drivers.

Data Entry

1. Input all supply and equipment purchase information in computer.
2. Input student and staff information in computer.

Other

1. Order office supplies for department.
2. Welcome all visitors and handle their requests or refer them to appropriate personnel.
3. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.
4. Maintain a schedule of appointments and make arrangements for conferences and interviews.
5. Maintain confidentiality of information.
6. Transportation liaison for filing Workers Compensation claims.
7. Submit works orders for Maintenance and Technology services.
8. Must have or obtain CDL within 90 days.

Equipment Used

Computer, printer, copier, fax machine and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Occasional districtwide and statewide travel; frequent prolonged and irregular hours.

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.