Transportation/HR Administrative Assistant

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SUMMARY: The Administrative Assistant for the Transportation Department/ Central Office provides high-level administrative and clerical support to ensure the efficient operation of transportation services, and particular human resource functions. 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.

Qualifications:

1. Ability to compose and edit correspondence and reports
2. Excellent organizational skills; mature judgment; good attendance record, and telephone skills
3. Excellent communication skills; ability to work with, faculty and general public in a diplomatic, friendly, and efficient manner
4. Knowledge of office practices and procedures, along with district policies, procedures and functions of the transportation department, (and some HR Functions when needed)
5. Knowledge of standard office machines and equipment, Microsoft Office, Adobe Acrobat Professional, Excel, Google Suites, PowerSchool, SUI, MY SMART HIRE, and proficient in keyboarding
6. High school diploma supplemented by a minimum of three years' secretarial experience

-or-

1. Any equivalent combination of education and experience

Paid Time Off (PTO):

In accordance with the district adopted a paid holiday schedule and vacation policy.

Evaluation:

Evaluated annually by Superintendent

Performance Responsibilities

1. Types and assembles a variety of correspondence, purchase orders and reports using district adopted software.
2. Maintains professional discretion. Answers and screens incoming telephone calls; determines the purpose of the call and provides information directly or refers calls to the proper person.
3. Sets up and maintains various filing systems for purchase order production
4. Enters requisitions for transportation, maintenance, and custodial/distribution.
5. Enter Purchase orders for needed supplies or as people ask.
6. Listen for bus radio, mid day and at the end of the day?
7. Complete transportation changes, and note them on the transportation spreadsheet. (This allows anyone to access the students' pick-up and drop-off address if there is a question)
8. Print bus passes and place them in the driver's mailboxes upon transportation changes.
9. Assists in ordering and maintaining supplies for the building.
10. Assists in the review of time cards to ensure accuracy with PTO and trips.
11. Assists in scheduling trips.
12. Assists in gathering transportation audit information.
13. Receives, transcribes, and delivers messages to staff.
14. Performs duties as required and makes independent decisions as directed by the Transportation Director or by policy.
15. Performs all other duties as assigned

Attendance:

Consistent and regular attendance is an essential function of this position. Must follow district policy on employee absences.

Computation:

Ability to add time and record totals for time cards.

Hearing:

Must be able to hear a conversation in a noisy environment .

Language:

An individual who holds this position must have the ability to:

• Communicate fluently verbally and in writing in English.
• Preset information to students in an organized, and professional manner, which conveys professionalism to students, parents, peers, and stakeholders appropriately.
• Read, analyze and interpret administrative correspondence and directives as well as Board policy and handbooks.
• Keep student information confidential according to FERPA when required by law, except for from the building administration.

Physical Demands:

An individual who holds this position must frequently move in and around buildings and grounds, attend meetings and supervise designated areas. Frequently required to stand, walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal. Occasionally required to stoop, kneel, crouch, or crawl. Regularly lift and/or move up to 35 pounds and occasionally up to 75 pounds. Must be able to sit for long periods of time and use a computer.

Technology:

Basic computer skills, ability to learn new programs quickly, and manage the following: Basic Computer Word Processing, and Google Suites.

Condition and Environment

The work conditions and environment described here are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The work environment is consistent with a typical office environment; however, the individual who holds this position will occasionally be required to be outside in temperatures below freezing and above 100 degrees.