Transportation Department Finance Secretary

Salary Scale 111 

(based upon prior related experience)

1. High school diploma or equivalent; relevant college course work preferred
2. Experience related to transportation and/or financial management required
3. Training or experience in office management is desirable.
4. Proficiency with Excel, Microsoft Word and other basic office programs is required.
5. Such alternatives to the above qualifications as the Board may find appropriate and acceptable

Conducts department accounting; manages driver and monitor payroll calculations, makes inputs to district finance department for 250 department personnel; manages purchase card and purchase order programs; conducts billing for field trips and other use of district-owned buses.

1. Manages Payroll for 250 employees
   1. Collects and inputs individual timesheets for over 220 drivers and monitors, including calculations to capture work time beyond the route-time agreements such as extra time for meetings, fueling buses, repairing seats, field trips, training, etc.  Enters all driver and monitor work time into software system for District Payroll.
   2. Tracks driver and monitor time off and inputs driver and monitor sick leave to Personnel system.
   3. Tracks hire dates and termination dates of employees to ensure error-free compensation for work performed upon termination of employment.
   4. Ensures staff daily sign in is complete.  Supplies and assists with proper leave forms, as required.
   5. Completes required paperwork for name changes, W-4 changes, Direct Deposit, FMLA, and all other related, individual payroll changes.
2. Finance
   1. Produces and tracks invoices for schools for all field trips and transfer of funds.
   2. Maintains contact with South Carolina Department of Education (SCDE) to ensure proper billing rates are applied for field trips and other non-school bus route use of SCDE and District buses.
   3. Manages fuel card program for the department, ensures proper paperwork and tracks daily receipts from bus refueling operations.
   4. Manages procurement program, including budget compliance, proper paperwork and tracking of receipts.
   5. Completes purchase orders as required, including coordination with the district procurement office and communicating with vendors daily.
   6. Manages paperwork for, and tracking of, all other invoices to ensure accurate and on-time payments.
   7. Department point of contact for supply orders.         Travels to various local stores to procure office supplies in addition to telephonic and internet ordering of supplies.
3. Other Duties
   1. Processes inputs for Worker's Compensation claims by department personnel. Liaison to the District and Worker's Compensation legal entities.  Advises employees on process when work-related accidents or injuries occur.  Ensures accuracy and timeliness of all related paperwork.
   2. Collects data for and completes monthly SCDE mileage report on field trips to the SCDE County Supervisor.
   3. Places facility repair work orders, as required.  Acts as department liaison to any vendors required to complete the work; maintains contact with Facilities Department to ensure job completion.
   4. Maintains CDL and SCDE School Bus certification and drives as a substitute in the event bus driver manpower is deficient.
   5. Keeps Director and Assistant Director informed of relevant issues and events at all times.
   6. Performs all other duties as assigned by the Director of Transportation.