Administrative Secretary 2- Transportation Department

Reports to: Director of Transportation

Position Type: Full time (12 months)

_____________________________________________________________

Position Summary

The Administrative Secretary for the Transportation Department provides high-level administrative and clerical support to ensure the efficient operation of transportation services. This position serves as a key point of contact for internal staff, bus contractors, parents, and school administrators. The role requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Essential Functions

• Provide administrative support to the Director and Assistant Director of Transportation.
• Maintain and organize department records, correspondence, and reports.
• Assist with the preparation and monitoring of departmental budgets, purchase orders, and invoices.
• Respond to inquiries from parents, staff, and community members regarding bus routes, schedules, and transportation policies.
• Coordinate meetings, take minutes, and prepare agendas or related materials.
• Maintain staff attendance, leave records, and time sheets for department personnel.
• Maintain department payroll on a daily basis to ensure accurate and timely processing.
• Enter and update data in transportation management systems and district databases.
• Assist with routing information, driver assignments, and communication between schools and transportation providers.
• Ensure compliance with district policies, procedures, and state transportation regulations.
Perform other duties as assigned.

Qualifications

Education and Experience:

• High school diploma or equivalent.
• Associate degree or post-secondary coursework in office administration preferred.
• Minimum of three (3) years of administrative or secretarial experience, preferably in a school district or public-sector environment.

Knowledge, Skills, and Abilities:

• Strong organizational and time-management skills.
• Proficiency in Google Workspace (Docs, Sheets, Slides), Microsoft Office (Word, Excel, PowerPoint), Gmail.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Strong customer service orientation and professionalism during interactions.
Ability to work independently and collaboratively as part of a team.

Physical Demands and Work Environment

• Regularly required to sit, type, and use office equipment.
• Occasionally required to lift or move up to 25 pounds.
• Typical office environment with frequent interruptions and changing priorities.
• Normal office Environment

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.

Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.

"Commonly associated" is not intended to mean always or only. There are different experiences that suggest other ways or circumstances where reasonable changes or accommodations are appropriate.

All activities, Demands, Conditions and Requirements are linked to Essential Job Functions unless marked with an asterisk which denotes linkage only to marginal function(s).

EQUAL OPPORTUNITY EMPLOYER