FLSA Status: Non-Exempt

Work year: 206 days

Work days: M-F 10:30a - 5pm

 

 

Supervised by: Transportation Department Manager                     

 

Supervises: N/A

 

Summary of Job Description

The Transportation Department Administrative Assistant provides comprehensive administrative and operational support to the Transportation Manager and the Transportation Department. This position is responsible for coordinating daily office operations, maintaining accurate records, supporting financial operations and records management and processes, facilitating communication between transportation staff and stakeholders, and delivering professional customer service to students, parents/guardians, staff and the public. 

 

Essential Duties and Responsibilities:

To perform this job successfully, an applicant must be able to perform each essential duty and responsibility. The requirements listed below are representative of the knowledge, skill and/or ability required of the position. Accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 

Duty or Responsibility	Frequency
Demonstrate a commitment to fostering and maintaining a safe, equitable, and respectful work and learning environment that values and honors the cultural diversity of students and staff.	Daily
Greet visitors; answer, manage and direct incoming telephone calls directed to the Transportation Department; manage and respond to departmental voicemails and email communications; route messages to the appropriate staff members;and provide accurate, timely, and courteous transportation information and assistance to students, families, staff and the public.	Daily
Coordinate and communicate dispatch information with drivers, parents and guardians, emergency response agencies, schools and District staff.	Daily
Coordinate purchasing activities, including procuring and maintaining office equipment and supplies; initiating purchase orders and processing invoices; reviewing purchasing card reports; maintaining accurate and current vendor information; communicating with vendors to resolve issues;preparing expenditure reports for management; and maintaining organized purchasing and financial records.	Daily
This position is responsible for providing support to school bus drivers at the end of each school day, including coordinating radio communications and assisting with mechanical issues, traffic violations, and student-related concerns during student contact days.	Daily
Coordinate the receipt, sorting, and timely distribution of departmental mail and correspondence.	Daily
Issue and manage all departmental gas cards.	Daily
Oversee all fuel operations, including monitoring inventory levels, coordinating timely fuel orders, and reconciling fuel purchases and expenditures to ensure accurate and up-to-date records.	Weekly
Coordinate and manage vehicle insurance claims, including scheduling, monitoring, and following up on insurance - related repairs.	Weekly
Maintain and organize student passenger lists for all bus routes and schools using departmental software.	Weekly
Collect, analyze and maintain data to prepare cost analysis reports for departmental services.	As Needed
Perform additional duties and responsibilities as assigned, including operating school transportation vehicles when necessary, provided the employee meets all applicable licensing and qualification requirements.	As Needed

 

Qualifications: 

• High school diploma or equivalent, supplemented by coursework in keyboarding, computer applications, Google Suite, Microsoft Excel, records management, and/or general office procedures. 
• One to two years of experience in word processing, computer applications, and bookkeeping. 
• Possession of a valid Commercial Driver’s License (CDL) is strongly preferred. 
• Preferred fluency in both English and Spanish, with the ability to communicate effectively in both languages, is required. 

 

Physical Requirements:

The physical demands, work environment, and mental functions described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of the job. 

• Ability to sit for extended periods while performing computer, telephone, and administrative duties. 
• Ability to stand and walk for periods throughout the workday, including movement within an office, transportation facility, or a school campus. 
• Ability to communicate effectively in person, by telephone, and through electronic communication. 
• Ability to hear and understand verbal communications, including telephone, radio, and two-way communication systems. 
• Ability to occasionally lift (up to 50 lb.), carry, push, or pull office materials, files, equipment, or supplies weighing up to a specified amount. 
• Ability to bend, reach, stoop, and retrieve materials from file cabinets, shelves, and storage areas. 
• Ability to work in an environment that may include exposure to varying temperatures, outdoor conditions, vehicle noise, and fumes. 
• Ability to maintain attention and concentration while working in a fast-paced environment with frequent interruptions and competing priorities. 
• Ability to respond appropriately and remain composed during emergencies, incidents, or other time-sensitive situations.