What are the responsibilities and job description for the Records Specialist - Transportation position at North East Independent School District?
RESUME MUST BE SUBMITTED WITH APPLICATION
Location: Broadway Complex
Work Schedule: 230 Days
Work Type: Regular Full-Time
Exempt: No
Pay Grade: C5
REASONS TO JOIN NEISD
**IMPORTANT INFORMATION REGARDING CALCULATION OF PAY: The annual pay for this position is pro-rated based on the effective date of the assignment
**IMPORTANT INFORMATION REGARDING OPTIONS FOR PAY (for employees who work 215 Days or less ONLY)
EDUCATION AND EXPERIENCE :
High School Diploma or Equivalent
Three years related experience and/or training; or equivalent combination of education and experience
High School Diplomas and college/university degrees must be obtained from an accredited program or university approved by the United States Department of Education and the Texas Education Agency.
PRIMARY PURPOSE SUMMARY :
Operates computer programs such as custom written Microsoft Office and Internet to maintain vehicle records, generate vehicle maintenance schedules, fuel usage/activities and fuel orders. Bills all other departments. Maintains on-site fueling station to stay in compliance with city, state and federal environmental agencies for regulations and registrations for operational licenses.
Operates computer programs such as custom written Microsoft Office and Internet to maintain vehicle records, generate vehicle maintenance schedules, fuel usage/activities and fuel orders. Bills all other departments. Maintains on-site fueling station to stay in compliance with city, state and federal environmental agencies for regulations and registrations for operational licenses.
ESSENTIAL REQUIREMENTS AND RESPONSIBILITIES:
1. Prepares monthly billing for Transportation Department reimbursement, used by the Accounting Department to bill sixty-two (62) campuses and twenty-nine departments for vehicle preventive maintenance, repairs, parts, labor, miscellaneous charges, and fuel usage.
2. Downloads computer reports and transfers to spreadsheets to assist in billing other departments.
3. Analyzes and corrects any discrepancies in daily fuel reports in all customized computer programs such as: fuel prices/gallons used, odometer changes, rollovers, vehicle preventive maintenance schedules, and billing preparations.
4. Continually monitors daily, weekly, and monthly test reports for underground storage tanks from Veeder-Root tank level sensing computer system such as fuel level, fuel deliveries and tank tightness testing, line leak pressure testing, reconciliation tests, interstitial monitoring test, cathodic protection, prob sensors, and dispenser malfunctions reports. (Tests are regulated by city, state and federal government agencies to stay in compliance in order to operate Transportation Fuel Island Gas/Diesel station).
5. Upgrades records and reports to maintain compliance with new and changing regulations to comply with Texas Commission on Environmental Quality (TCEQ) and the Fire Marshalls' Office regulations for registration licenses of the underground storage tanks.
6. Maintains and files all non-hazard/hazardous liquids and/or material waste generated by manifest pickup.
7. Keeps current copies for non-hazardous/hazardous generated waste from transporter pickup provider.
8. Assists personnel at Fuel Island with reset mileage on computer or fuel card problems.
9. Manually bypasses the fuel island terminal system for fuel when system goes down.
10. Assists with ordering new or replacing fuel cards for on-site fueling station and off- site fueling stations.
11. Assists District numbers for new/transferring vehicles, departments, and campuses for monthly billing purposes.
12. Sets up, changes, and manages new/transferring department vehicles, vehicle preventive maintenance, and department and campus fuel usage. Data is compiled and sorted into customized programs for proper departmental billing.
13. Sets up new and change departments, existing departments, and police personnel accounts for fuel usage with an outside company vendor.
14. Collects fuel receipts, downloads internet information from outside vendors and proceeds to compare both amounts for discrepancies.
15. Collates fuel usage to generate monthly and annual mileage reports.
16. Prepares reports for District to include annual vehicle repair costs, vehicle miles traveled, fuel used, life of vehicle maintenance, and any other special report requested - Risk Management - Internal Audit - Maintenance - Division of Operations.
17. Coordinates an emergency fuel plan when on site fueling is inoperable.
18. Creates routine work orders for district drivers as vehicles are turned in for repairs.
19. Generates service work orders for all district vehicles, biweekly.
20. Assists in closing out all finished work orders.
21. Files and maintains all vehicle records by department and vehicle number
22. Performs routine office work answering phones, taking messages, and sending emails.
23. Maintains confidentiality of information.
24. Reports to work on time every day.
25. Performs additional duties and accepts responsibilities as may be assigned.
QUALIFICATION REQUIREMENTS:
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations
PHYSICAL DEMANDS:
This position regularly requires the use of hands to finger, handle, or feel; reach with hands and arms, and talk or hear. Employee will frequently walk or sit, stand, climb, balance, stoop, kneel, crouch or crawl. The employee is occasionally required to stand; walk and climb or balance. The employee must regularly lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The employee must occasionally drive personal vehicle in the performance of assigned tasks.
WORK ENVIRONMENT:
While performing the duties of this job, the employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate.
1. Prepares monthly billing for Transportation Department reimbursement, used by the Accounting Department to bill sixty-two (62) campuses and twenty-nine departments for vehicle preventive maintenance, repairs, parts, labor, miscellaneous charges, and fuel usage.
2. Downloads computer reports and transfers to spreadsheets to assist in billing other departments.
3. Analyzes and corrects any discrepancies in daily fuel reports in all customized computer programs such as: fuel prices/gallons used, odometer changes, rollovers, vehicle preventive maintenance schedules, and billing preparations.
4. Continually monitors daily, weekly, and monthly test reports for underground storage tanks from Veeder-Root tank level sensing computer system such as fuel level, fuel deliveries and tank tightness testing, line leak pressure testing, reconciliation tests, interstitial monitoring test, cathodic protection, prob sensors, and dispenser malfunctions reports. (Tests are regulated by city, state and federal government agencies to stay in compliance in order to operate Transportation Fuel Island Gas/Diesel station).
5. Upgrades records and reports to maintain compliance with new and changing regulations to comply with Texas Commission on Environmental Quality (TCEQ) and the Fire Marshalls' Office regulations for registration licenses of the underground storage tanks.
6. Maintains and files all non-hazard/hazardous liquids and/or material waste generated by manifest pickup.
7. Keeps current copies for non-hazardous/hazardous generated waste from transporter pickup provider.
8. Assists personnel at Fuel Island with reset mileage on computer or fuel card problems.
9. Manually bypasses the fuel island terminal system for fuel when system goes down.
10. Assists with ordering new or replacing fuel cards for on-site fueling station and off- site fueling stations.
11. Assists District numbers for new/transferring vehicles, departments, and campuses for monthly billing purposes.
12. Sets up, changes, and manages new/transferring department vehicles, vehicle preventive maintenance, and department and campus fuel usage. Data is compiled and sorted into customized programs for proper departmental billing.
13. Sets up new and change departments, existing departments, and police personnel accounts for fuel usage with an outside company vendor.
14. Collects fuel receipts, downloads internet information from outside vendors and proceeds to compare both amounts for discrepancies.
15. Collates fuel usage to generate monthly and annual mileage reports.
16. Prepares reports for District to include annual vehicle repair costs, vehicle miles traveled, fuel used, life of vehicle maintenance, and any other special report requested - Risk Management - Internal Audit - Maintenance - Division of Operations.
17. Coordinates an emergency fuel plan when on site fueling is inoperable.
18. Creates routine work orders for district drivers as vehicles are turned in for repairs.
19. Generates service work orders for all district vehicles, biweekly.
20. Assists in closing out all finished work orders.
21. Files and maintains all vehicle records by department and vehicle number
22. Performs routine office work answering phones, taking messages, and sending emails.
23. Maintains confidentiality of information.
24. Reports to work on time every day.
25. Performs additional duties and accepts responsibilities as may be assigned.
QUALIFICATION REQUIREMENTS:
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations
- Ability to write reports, business correspondence, and procedure manuals
- Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public
PHYSICAL DEMANDS:
This position regularly requires the use of hands to finger, handle, or feel; reach with hands and arms, and talk or hear. Employee will frequently walk or sit, stand, climb, balance, stoop, kneel, crouch or crawl. The employee is occasionally required to stand; walk and climb or balance. The employee must regularly lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The employee must occasionally drive personal vehicle in the performance of assigned tasks.
WORK ENVIRONMENT:
While performing the duties of this job, the employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate.
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While all applications will be reviewed, not all applicants will be interviewed.
North East Independent School District does not to discriminate on the basis of age, race, religion, color, national origin, sex, marital or veteran status, disability (or relationship or association with an individual with a disability), genetic information or other legally protected status in its programs, services or activities as required by Title VI of the Civil Rights Act of 1964, as amended; Title IX of the Education Amendments of 1972; and Section 504 of the Rehabilitation Act of 1973, as amended.