Operations/Transportation Administrative Assistant

Marion Independent School District

JOB TITLE: Administrative Assistant - Operations Support Services

REPORTS TO: Director/Assistant Director of Operations

FLSA STATUS: Non-Exempt – Hourly

STATUS: Full Time, typically 40 hours/week; 12 month contract, wage established by Board of Directors

BASIC FUNCTION: To provide secretarial and support services to the Operations Team to further the aims, objectives and mission of the school district, and to carry out the duties assigned by the Operations Director/Assistant Director to ensure the smooth and efficient operation of the operations office. She/he will perform administrative and secretarial work of a high level with minimal direction and supervision in an effective, efficient, confidential and trustworthy manner.

EVALUATION: The Operations Director/Assistant annually evaluates based on job performance.

BASIC FUNCTION: To provide secretarial and support services to the Operations Team to further the aims, objectives and mission of the school district, and to carry out the duties assigned by the Operations Director/Assistant Director to ensure the smooth and efficient operation of the operations office. She/he will perform administrative and secretarial work of a high level with minimal direction and supervision in an effective, efficient, confidential and trustworthy manner.

EVALUATION: The Operations Director/Assistant annually evaluates based on job performance.

Job Specifications/Qualifications

• High School Diploma or Equivalent. Post-secondary hours in a related field are desirable but not required. Experience or post-secondary hours in Human Resources preferred.
• Strong secretarial skills, including use of office equipment. Computer skills adequate to utilize technology relevant to the position.
• Strong communication and organization skills, and ability to interact effectively with faculty, staff, students, and community.
• Organizational and management skills needed to effectively assist with multiple projects at the same time. Ability to prioritize, organize, and have excellent attention to detail.
• Maintain a positive attitude and flexibility in daily work tasks.
• Possess such alternatives to the above qualifications as the immediate supervisor finds appropriate.
• Ability to maintain confidentiality in all aspects of the job.
  
  

General Responsibilities

• Adhere to applicable state and federal laws, rules and regulations, board policies and administrative rules.
• Demonstrate organization and professionalism in fulfilling the responsibilities of the position.
• Maintain a "service orientation" and treat all students, parents, staff, and visitors with professional courtesy.
• Demonstrate a positive attitude toward school, students and job while communicating the same to the community.
• Contribute as a collaborative member of the Operations Team.
• Participate in Operations meetings and activities upon request of the Directors.
• Attend professional learning opportunities as needed to stay current with state and federal regulations and requirements.
• Dress appropriately for the position and work required.
• Accept constructive criticism and suggestions while seeking to improve each performance responsibility.
• Maintain professionalism and confidentiality with student and personnel records and school operations.
  
  

Essential Functions

• Answer phone, direct calls, serve as primary receptionist for Operations.
• Serve as personal secretary to the Operations Director/Assistant Director.
• Support the District and building cultures to positively present the Marion Independent School District to all its publics.
• Assist with Maintaining a working knowledge of state laws, building codes, legal restrictions, and OSHA and ADA requirements that will affect the school district.
• Present a positive personal image in all internal and external communications and interactions that reflect on the Marion Independent School District.
• Assist in maintaining the necessary certifications to keep the facilities operational as well as assisting staff with completion of mandatory certifications.
• Assist with coordinating bus drivers and associates to ensure routes and trips are staffed, assign substitute drivers and equipment as necessary.
• Work under deadlines in a fast-paced environment, effectively communicating quick and accurate decisions.
• Take calls from absent drivers and students, maintain a daily attendance call-in sheet.
• Record and communicate information from parents and the public regarding student riders, relay information to bus drivers via 2-way radio.
• Provide direction and coordinate assignments for drivers and associates.
• Use a computerized database to route/access student busing information and relay it to drivers and the public.
• Accept, track and bill transportation fees using the district payment system.
• Assist Operations Director/Asst Director with assignments and projects.
• Coordinate documentation with administrators for State and Federal reports such as Bus Driver and Vehicle Information.
• Sort and process in-coming and out-going mail, both external and inter office. Schedules shipments and pickups.
• Serve as contact person for random drug and alcohol testing for the Transportation/Operations department. Maintaining separate files and make sure their documentation is all up-to-date.
• Maintain an inventory and organize office supplies and order as needed.
• Assist and support other areas of the office in the absence of co-workers.
• Utilize email to facilitate ongoing and timely communication.
• Perform other duties or special projects as required.
• Routing & maintaining/updating the routing software for Transportation.
• Communicating w/drivers on a daily basis of route changes/road construction.
• Coordinating with parents and Account Payable on status of payments for Transportation.
  
  

Physical Requirements

• Able to answer and communicate over the telephone in a clear, precise voice.
• Able to write and record reports utilizing computer functions.
• Able to sit, reach, carry, push, bend body at waist, bend both knees, twist, and stoop while handling items.
• Able to read and interpret policies, procedures and employee handbook.
• Occasionally lift up to 50 pounds using proper lifting techniques.
  
  

Working Conditions

• Primary work setting is the Operations Office but duties at times may require working within the various attendance centers in the district.
• May be required to work additional hours as required during certain times of the year.
  
  

The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time unless restricted by a negotiated contract.

The statements contained herein describe the scope of responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned. Nothing in this job description restricts the Board's right to assign or reassign duties and responsibilities to this job at any time unless restricted by law or a negotiated contract.

The Marion Independent School District is an EEO/AA employer.

Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, will be directed to the Affirmative Action Coordinator by writing to the Affirmative Action Coordinator, Janelle Brouwer, Superintendent, Marion Independent School District, Marion , Iowa 52302; or by telephoning 319-377-4691. Inquiries or complaints regarding sex discrimination may be referred to the District's Equity and Title IX Coordinator, Gretchen Kriegel, Assistant Superintendent, 777 South 15th Street, Marion Iowa, 52302, 3190377-4691, gkriegel@marion-isd.org.

EQUAL EMPLOYMENT OPPORTUNITY

Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, may also be directed in writing to the Equal Employment Opportunity Commissions, Milwaukee Area Office, Reuss Federal Plaza, 310 West Wisconsin Ave., Suite 800, Milwaukee, WI., 53203-2292, (800) 669-4000 or TTY (800) 669-6820. http://www.eeoc.gov/field/milwaukee/index.cfm or the Iowa Civil Rights Commission, 400 E. 14th Street, Des Moines, Iowa, 50319-1004, (515) 281-4121 or 1-800-457-4416, http://www.iowa.gov/government/crc/. This inquiry or complaint to the federal office may be done instead of, or in addition to, an inquiry or complaint at the local level. Further information and copies of the procedures for filing a complaint are available in the school district's central administrative office and the administrative office in each attendance center.