Job Title: Administrative Assistant - Transportation

Exemption Status/Test: Nonexempt
Reports to: Director of Transportation Date Revised:
Dept./School: Transportation

 

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

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 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:
3 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
5. Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and
requests falling within level of responsibility.

Accounting
6. 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.
7. Order office supplies for department. Prepare purchase orders and payment authorizations as
directed.
8. Compile and report time records, including leave requests and reports. Prepare payroll data on
department employees.
Other
9. 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.
10. 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.
11. Maintain confidentiality of information.
12. 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