What are the responsibilities and job description for the BUSINESS TRANSPORTATION ADMINISTRATIVE ASSISTANT position at Northwest Suburban Special Education Organization?
General Information:
Title ......................................................... Business Transportation Administrative Assistant
Licensure ................................................. No License Required
Endorsement ........................................... No Endorsements Required
Classification ........................................... Classified - 12 month
FLSA Status ............................................ Non Exempt
Reposts to ............................................... Assistant Superintendent of Business Services
Salary Classification ................................ Group Clerical Lane 80 ($26.42/hr - 27.17/hr)
Benefits ................................................... Medical, dental and life insurance plans tailored for you and your family
................................................................. Contribution to Illinois Municipal Retirement Fund
................................................................. 403(b) participation
................................................................. 10 Vacation, 15 Sick days and 2 Personal Business days each year
................................................................. Employee Assistance Program
................................................................ Paid Bereavement leave
Reviewed/Revised ................................... September 2026
Purpose:
The position of the Business Transportation Administrative Assistant is to provide administrative support to the Business Services Department and coordinate student transportation and Medicaid-related functions to support the day-to-day operations and needs of NSSEO students, families, and programs.
Essential Functions:
Student Transportation:
Service as liaison between NSSEO programs, parents/guardians, school districts, and transportation providers.
Coordinate and update student transportation routes with transportation companies.
Arrange field trips and other special transportation needs for NSSEO programs.
Provide route sheets and supporting transportation materials to programs as required.
Arrange special transportation needs with non-member district transportation companies and other transportation providers.
Adjust routes and respond to district, program, and parent/guardian requests for special transportation services.
Review transportation information regarding special equipment needs, procedures, and in-service training for bus drivers.
Coordinate and attend bus driver meetings; represent NSSEO transportation needs and assist with agenda preparation.
Schedule required bus evacuation drills with program administrators, the School Resources Officer (SRO), and transportation providers.
Collect, review, and maintain accurate NSSEO program date for regular school year and summer routes.
Oversee licensure requirements for staff with School Bs Driver Permits and staff seeking to obtain a permit.
Schedule annual refresher training for NSSEO-employed school bus drivers.
Coordinate with the Illinois Secretary of State's Office as needed.
Medicaid
Serve as a Medicaid liaison by contacting parents/guardians regarding consent forms and maintaining required documentation.
Maintain and monitor referrals to keep information current in the appropriate system.
Coordinate with administrators and therapist regarding Medicaid referrals and related documentation.
Monitor Random Moment Time Studies (RMTS) and remind staff as needed to complete required online questionnaires promptly.
Business Services / Other Administrative Responsibilities
Schedule appointments or interviews as requested.
Maintain files on all NSSEO vehicles and coordinate with maintenance to update vehicle mileage and condition.
Receive student injury reports and coordinate insurance follow-up with families when needed.
Working Environment:
Exposure to temperature extremes is seldom or not present.
Exposure to hazardous conditions (e.g. mechanical, cuts, burns, infectious disease, high decibel note, etc.) is seldom or not present.
Frequency of exposure to injury to self and/or others is seldom or not present.
Minimum Qualifications:
Must be a high school graduate, with a business education background recommended.
Must have expertise in the ability to work within Google Drive, typing, public relations, and use of office equipment.
Ability to coordinate intra-office communications and communication among respective NSSEO school districts for the purposes of student transportation, safety, and well-being.
Must have references of excellent/superior quality.
Specific Requirements
Specific skills related to proficient use of technology, including accessing the internet, email, phone systems, and software are required. Potential need to upgrade skills in order to meet changing job conditions will be required to satisfactorily perform the functions of the job.
Ability is required to independently problem-solve, schedule daily activities, make announcements, and use job related equipment. Flexibility is required to work with others in a variety of circumstances and to work with a significant diversity of student abilities and needs, including before and after work hours.
Specific abilities required to satisfactorily perform the functions of the job include: communication with diverse groups, maintaining confidentially, meeting deadlines and schedules, completing work accurately with minimum supervision, working as part of a team, and maintaining a positive attitude.
Responsibilities include: working under limited supervision following standardized practices and/or procedures; leading, guiding, and/or coordinating others; and operating within a defined budget. There is a continual opportunity to significantly impact the Organization's services.
Salary : $26