Office Support

Reports To:    Executive Director of Transportation

Terms of Employment:    Permanent, 12 Month Position

Nature of Work:          

To support the goals and high standards of Transportation Services by ensuring accuracy and efficient data entry and time management.

Qualifications and Licensure

• High school diploma. 
• Must have valid North Carolina driver license
• Must be able to obtain a Class B commercial driver’s license with a P and S endorsement.
• Experience with Microsoft Office  
• Ability to follow detailed written and oral instructions

Duties and Responsibilities 

• Files completed work orders and PM’s.
• Organizes, compiles and files sign-in sheets.
• Reviews and maintains fuel inventory report files.
• Compiles and maintains spreadsheets of complete PM’s and provides equipment supervisor with reports weekly.
• Compiles TD-2 and TE-2r reports.
• Compiles annual stop arm violation count reports from area coordinators.
• Keys in daily work orders (TD-18).
• Compiles and enters non-wrench turning time for mechanics.
• Uses leave time report from Office Manager to enter leave time for each mechanic in BSIP.
• Transfers service calls to spreadsheets.
• Maintains and updates a 30-day inspection list.
• Receives fuel into inventory.
• Answers the phones as needed.
• Distributes faxes as needed.
• Prints and organizes 30-day inspections. 
• Verifies that all 30-day inspections have been returned by route mechanics.
• Resolves issues dealing with plan dates on 30-day inspections.
• Maintains spreadsheets on inventory deficits and assists with resolving deficit problems.
• Reviews work entered weekly for completeness and accuracy.
• Prepares reimbursement for contract transportation providers.
• Provides DPI with school bus assignments annually and updates as needed.
• Works with Nextel customer service to resolve Nextel problems.
• Assists Office Manager with bus driver workshop preparation.
• Monitors fuel levels and order as needed.
• Performs any other duties as assigned by the Executive Director and/or Office Manager.

Physical Requirements (if applicable)

• Must be able to physically perform the basic life operational functions needed to fulfill required job duties.
• This work requires the occasional exertion of up to 10 pounds of force.  
• Work regularly requires speaking or hearing, frequently requires standing, walking and sitting and occasionally requires using hands to finger, handle or feel, stooping, kneeling, crouching or crawling, reaching with hands and arms, lifting and repetitive motions. 
• Work has standard vision requirements.  
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly.  
• Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound.
• Work requires preparing and analyzing written or computer data.  
• Work is generally in a moderately noisy location. 

Special Requirements (if applicable)

• Required to work a staggered work schedule as needed.
• Knowledge of office equipment and procedures. 
• Must be able to communicate orally and in writing with co-workers, transportation staff, and customers.
• Must be able to obtain a Class B commercial driver’s license with a P and S endorsement.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees of this job.