Routing and Dispatching Secretary- Transportation Department

Lincoln County School District #2

This is a full time position and is eligible for benefits. 

Minimum of 185 days per year. 

Position is open until filled.

ROUTING AND DISPATCHING SECRETARY

DEFINITION

Under the direction of the Director of Transportation, represents the Lincoln County School District #2 Transportation Department in the daily transportation of students to and from school and all related functions. Supports the philosophy of the district and department within the designated areas of responsibility. Assists the district administration in providing a positive and safe learning environment.

PURPOSE

To provide opportunities for success at the next level for all district students through the integral component of transportation by:

• Continuing and strengthening a legacy of professionalism 
• Driving the future with efficiency and accuracy
• Focusing on the core values of safety, responsibility, and respect

The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

QUALIFICATIONS

• Ability to remain calm and composed in stressful situations and possess sound emotional judgment
• Possesses a working knowledge of standard office practices and procedures, equipment, and secretarial techniques and tools (e.g., Google Workspace, Microsoft 365, Windows, iOS, internet browser, email, computer, calculator, printer, copier, fax machine, document scanner, etc.)
• Ability to adapt to and become proficient with computer software applications with standard training
• Possesses administrative writing and reporting skills
• Ability to interpret and apply policies and procedures
• Possesses characteristics of attention to detail, dependability, professionalism, confidentiality, and thoroughness
• Possesses organizational, scheduling, and supply management skills
• Ability to establish and maintain an effective working relationship with district staff, parents, students, and the general public
• Possesses practical problem-solving skills
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
• Ability to clearly communicate using technology (e.g., social media platforms, two-way radio, phone, email, text message, etc.)

REQUIRED DUTIES AND RESPONSIBILITIES

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
• Organizes work by reading and routing correspondence, collecting information, and initiating communications
• Provides historical reference by utilizing filing and retrieval systems
• Maintains department calendars
• Greets and assists customers and staff in person, by phone, by email, or via two-way radio; addresses or refers inquiries and documents all necessary communications within the designated reporting software
• Maintains customer confidence and protects operations by keeping information confidential
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies
• Facilitates all departmental accounts payable functions by coordinating purchase order workflows, verifying invoices, and generating payment vouchers to maintain positive vendor relations and fiscal accuracy in coordination with district office personnel and policies
• Administers the departmental petty cash fund, including the secure handling of cash, verification of receipts, and timely replenishment to ensure continuous availability of funds according to district polices
• Keeps office equipment operational by following manufacturer instructions and established procedures and coordinating repairs and maintenance
• Maintains technical knowledge by attending educational workshops and reading industry publications
• Assists in planning and determining daily school bus routes and schedules in collaboration with office and route staff according to district and department policies
• Manages and updates routing software data, ensuring all adjustments are communicated to route staff, parents, and accurately reflected on the transportation website and route tablets
• Manages and updates department website and social media accounts
• Develops and facilitates parent, student, and district staff training and support regarding student ridership, tablets, parent/guardian mobile application, and bus passes
• Assists school and route staff and parents and students in providing and updating student bus passes
• Processes bus requests and schedules bus drivers to drive for activity and field trips in coordination with the daily route schedule
• Processes, schedules, and coordinates vehicle requests in an efficient and timely manner
• Assists in preparing Department of Education transportation reports 
• Assists in maintaining and compiling data and information regarding the pupil transportation program and preparing concise and clear summaries as required
• Dispatches buses via two-way radio during route and emergency operations
• Assists in retrieving, reviewing and archiving confidential audio/video data
• Secures information by completing online and local database backups
• Contributes to team effort by accomplishing related tasks as needed
• Completes other duties as assigned by the Transportation Director

PHYSICAL DEMANDS

The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions.   

• Frequently exert 10 pounds of force to lift, carry, push, pull, or otherwise move objects 
• This type of work involves sitting during much of the assignment, but will involve walking or standing for brief periods
• Perceives the nature of sound, see near, far, and peripherally, perceive depth, adjust focus
• Provide oral information
• Have the manual dexterity to operate the following related equipment without assistance: computer, calculator, printer, copier, fax machine, document scanner, two-way radio, switch, button, knob, and other related materials and objects

ENVIRONMENTAL DEMANDS

• Exposure to loud noises
• Exposure to inhalation of engine exhaust fumes

EXPERIENCE AND EDUCATION

Any combination of experience, education and training that would likely provide the required knowledge and skill is qualifying.  

CONDITIONS OF EMPLOYMENT

• Insurability by the District's liability insurance carrier
• Successful completion of a criminal background check

Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.

In accordance with policy GBEC and procedure GBEC-R all new employees must submit to a pre-employment drug and alcohol test. Employee must consent to and provide the necessary documentation (fingerprinting, etc.) to allow for a criminal background check.