Secretary to Director of Transportation

Transportation Department Coordinator

Collaborate with the Director to coordinate, organize, and manage his/her daily activities, the effective operation of the office, and the daily activities of the Transportation Department. Acts as a liaison for accounts payable and supports the Transportation Director assisting with monitoring the Department budget. Serves as the public relations liaison between the Director/school and administrators, staff, students, parents, public, and community.

Salary: Classified Grade Q, $25.52 per hour to start, depending on recent relevant experience. 8 hours per day on the 5-day/12-month work schedule. Position is eligible for benefits.

Duties and Responsibilities

Confer regularly with the Director of Transportation on confidential matters of concern and internal personnel issues. Support and back up other Transportation department functions including; Dispatch/Schedulers and Routers. Coordinate the organization and details of all Transportation meetings to include guest invitations, location logistics, and refreshments/meals. Create Agendas for in-service and other meetings. Monitor and purchase office supplies throughout the year. Provide administrative support to the Director of Transportation, including composing and typing letters, Blackboard memos and reports; coordinating and maintaining calendar, distributing mail. Manage registration and travel arrangements when necessary for conferences the Director may need to attend. Review budget, allocate code amounts within budget; processes payments including electronic purchasing card program. Allocate payments via purchasing cards software and verify payments made by Technicians. Serves as Purchase card liaison and oversees all department purchase card use and Petty Cash. Keeps the Director informed of the budget status. Prepare accounts payables and receivables, monitor and assign fuel cards for district employees. Responsible for billing Charter schools and Foster Billing. Coordinate hiring process for Department employees including scheduling, assist in opening and closing tasks for the beginning and end of each school year for the beginning of the school year and prepare end of year check out process. Preparation of interview packets, completion of paperwork for hiring recommendation via District's hiring database and notification to applicants when a candidate is hired. Provide confidential support for activities such as committee staff evaluation and discipline and legal communications. Responsible for submitting work orders through Freshworks and responsible for ordering all computers yearly and keeping records.

Qualifications

High School diploma, or equivalent required. School Transportation or secretarial office experience. Must be able to work independently and as a member of a team. Must have strong client service skills. Advanced oral and written communication skills as well as critical thinking and decision making skills. Basic math and accounting; personal computer, keyboarding and word processing; Must have excellent customer service, public relations, and organizational skills. Manage multiple priorities; manage multiple tasks with frequent interruptions; and the ability to diffuse and manage volatile and stressful situations. Intermediate to advanced knowledge of Microsoft Office is required for hire. Prefer someone with knowledge of and ability to use Infinite Campus (training is available within the district). Bi-literate (Spanish) preferred, but not required. Valid Colorado driver's license required for hire. CDE small vehicle certificate and DOT physical required 3 months from hire date. CPR and First Aid required 3 months from hire date. Bi-literate (Spanish) preferred, but not required. Must regularly lift and/or move up to 10 pounds, in-frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds Must be able to pass a Colorado and Federal Bureau of Investigation background check Required Experience: Must have two (2) years of experience with professional bookkeeping and/or accounting systems. Must have intermediate to advanced skills in Microsoft Suite, with an emphasis on Excel and Outlook as well as webpage development. Must be able to demonstrate strong oral and written communication, evidence of positive interpersonal skills, as well as problem solving and decision making skills. Familiar with Alpine Achievement Systems or similar student software data preferred, including the ability to generate and analyze data and reports. Must maintain confidentiality in accordance with FERPA.