Admin Asst II-Transportation & Facilities

Admin Asst II-Transportation & Facilities Amherst-Pelham Regional School District – Amherst, Massachusetts. Open in Google Maps. Amherst Regional Middle School – Amherst, Massachusetts. Open in Google Maps. Amherst Public School District – Amherst, Massachusetts. Open in Google Maps. Job Details Job ID: 5944496 Application Deadline: Posted until filled Posted: Sep 29, 2026 12:00 AM (UTC) Starting Date: Immediately Job Description Interested candidates must apply online through the ARPS Career Site: ADMINISTRATIVE ASSISTANT II Transportation / Facilities Department Distinguishing Characteristics The Administrative Assistant II performs and initiates varied clerical and analytical duties requiring the exercise of independent judgment and confidentiality. Responsibilities span all areas of transportation, security, receptionist, scheduling, and maintenance operations. Work is performed independently or under the general supervision of the Director of Facilities and the Transportation & Maintenance Coordinators. This position carries a broad portfolio of responsibilities, many of which require close attention to detail. This is a Unit B, Full-Year position in the Amherst-Pelham Educators’ Association (APEA). Qualifications Education: High school diploma or equivalent. Experience: 3–5 consecutive years of similar work experience, including 2–3 years as an administrative assistant to a Director-level position or above. Licensure: Valid Massachusetts Driver’s License. Technical Knowledge: Understanding of vehicle maintenance and repair. Demonstrated computer literacy, including proficiency in Word, Excel, and photo and email programs. Communication: Clear and responsive written and verbal communication skills, with the ability to overcome communication barriers. Teamwork: Ability to work as a team player with individuals at all levels, maintaining a positive and supportive attitude. Ability to work independently in a fast-paced, multi-functional office, paying attention to detail while exercising sound judgment and confidentiality in situations such as dispatching during emergencies or crises while coordinating with seven school offices and the Amherst Police and Fire Departments. Initiative: Ability to support administration and/or take independent action with a high degree of initiative when solving complex problems such as bus accidents, out-of-town breakdowns, emergency early releases, boiler malfunctions, electrical problems, and plumbing failures. Transportation Knowledge: 3–5 years of background in transportation, including knowledge of local streets and hazards. Adaptability: Willingness and ability to independently learn new programs and software. Preferred Knowledge of, or experience with, Versa Trans RP transportation software, PowerSchool student database software, Velocity security software, Sherpa work order software, and Aesop and VeriTime attendance software. Bilingual and bicultural candidates are encouraged to apply. Transportation Functions Dispatch Primary dispatcher for Transportation and Maintenance, covering bus and van routes, drivers, and maintenance technicians. Ensure office coverage of phones and radios throughout the workday. Multi-task with phones, radios, computer data, and walk-ins, switching priorities at a rapid pace to assist school offices and drivers with emergency situations. Dispatch Support Update and maintain the Transportation student phone list, PowerSchool student transportation fields, Emergency Student List, and Student Alert Cards for buses at all schools. Prepare and disseminate bus and van run information to other school departments. Scheduling Prepare and maintain the calendar for field trip distribution for all schools. Coordinate the bus schedule calendar for athletic trips. Route Planning Create and maintain bus routes, including preparing documents for bid. Use Amherst GIS and Google Maps for updating maps in Versa Trans RP software. Update all weekly van runs in Excel. Collect student data and create bus routes for Smith and Franklin Technical Schools. Update and verify accuracy of Versa Trans RP software, including resolving issues concerning street name and address discrepancies. Work with the IS Department on the SIF information transfer from PowerSchool into Versa Trans RP. Regulations Stay current with school policies and state and federal regulatory agency rules and guidelines as they pertain to transportation, surveillance laws, school bus and school van driver licenses, seat belt laws, booster seat laws, idling laws, sharing of security information, students’ rights, etc. Communicate with relevant agencies as needed. Recordkeeping Track School Bus Driver licenses, 7D Van Driver licenses, Maintenance Staff driver licenses, and all outside bus contractor licenses to ensure compliance with the law. Maintain documentation of Bus and Van Daily Safety Check Sheets, Athletic Mileage, and Bus & Van Mileage for analyzing transportation grants and for business office requests. Schedule and prepare all documents for transportation meetings. Maintenance & Security Functions Communicate with the Auto Mechanic, Maintenance Specialists, and Custodians. Investigate security breaches, create surveillance tapes for investigators, and check the function and performance of cameras. Create all PVC Security Keys and Plastic IDs. Monitor the door access system for issues. Work with Velocity software, maintenance staff, and contractors to resolve issues. Create key and various other work orders, enter hours, and close out work orders. Assist with setting up users and troubleshooting accounts. Attend Emergency Leaders meetings to stay informed in case of school lockdown or evacuation, and maintain the Emergency Evacuation List of all students for each school. Navigate and make changes to the AEM Energy Management System for the safety and support of the technicians. Support maintenance technicians with alarm and security calls, annual fire drills, elevator inspections, pool maintenance, and communication between technicians. Other related tasks as assigned. Clerical Functions First level of support for the Transportation, Maintenance, and Facilities departments. Work independently, as a member of a team, and at times in charge of the entire office. Perform all clerical duties in all areas of the department, including but not limited to Transportation, Security, and Maintenance, plus extended support for the Facilities Director. Interact with all departments and the public. Maintain confidentiality of office and transportation-related student records in an appropriate manner. Oversee accurate completion of transportation and maintenance staff timesheets, time-off requests, OT reporting, etc. Compile and record data for dispatch, payroll timesheets, overtime, grant billings, and personnel attendance records. Create and reproduce office forms as needed. Research and collect data for analysis and graphic design for the Facilities Director on various projects such as uniforms, busing policies, union policies, building square footage, and transportation cost trends over time. Take, prepare, process, and organize photo data for various projects. Disseminate information and communication internally for Transportation and Maintenance personnel. Open, process, and close work orders. Assist the Facilities Director with job searches, job postings, etc. Support logistics of inbound and outbound materials with UPS, FedEx, USPS, freight companies, and inter-school mail. Cover Facilities Admin Assistant duties when that position is absent. Other clerical duties as assigned. Interested candidates must apply online through the ARPS Career Site: Position Type: Full-time Salary: $21 to $30 Per Hour Job Categories Administration > Transportation Support Staff > Administrative Assistant Support Staff > Clerical Support Staff > Secretary Support Staff > Transportation Welcome to Amherst-Pelham Regional School District, Amherst Regional Middle School, Amherst Public School District The mission of our schools is to provide all students with a high quality education that enables them to be contributing members of a multi-ethnic, multicultural society. We seek to create an environment that achieves equity for all students and ensures that each student is a successful learner, is fully respected and learns to respect others .Our teachers, schools, and our community-at-large play an essential part of that mission., Amherst Regional Middle School is a 7th and 8th grade school serving students in the towns of Amherst, Pelham, Leverett and Shutesbury. We are located at 170 Chestnut Street in Amherst, MA. The school has approximately 625 students, organized into seven different teams. This team structure provides every student with an opportunity to study in a small learning community and to be known well by teachers and peers. Equal Opportunity Employer The Amherst Public, Amherst-Pelham Regional and Pelham Public School Districts prohibits discrimination against employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, genetic information and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment. Job Requirements Interested candidates must apply online through the ARPS Career Site: At least 3 year(s) of relevant experience preferred. High School/Trade School degree preferred. Citizenship, residency or work visa required Contact Information Damany Gordon , Diversity & Equity Specialist 170 Chestnut Street Amherst, Massachusetts 01002 Phone: View phone number on click.appcast.io Fax: View phone number on click.appcast.io Email: View email address on click.appcast.io #J-18808-Ljbffr