Administrative Assistant to Operational Services

Administrative Assistant to Operational Services

Provides essential organizational support and specialized administrative assistance within the Operational Services department to ensure safe, efficient daily district transportation services and smooth department operations.

Essential Functions:

• Oversees daily district transportation operations, serving as a key operational link between parents, district staff, school administrators, and third-party bus contract providers.
• Communicates, interprets, and enforces transportation policies, guidelines, and safety procedures across all district stakeholders.
• Manages and updates student transportation software programs, routing systems, and district administrative databases.
• Manages and facilitates field trip and activity transportation requests, ensuring proper scheduling, driver allocation, and operational coverage.
• Receives, logs, investigates, and responds to busing concerns from parents and staff, bringing issues to resolution efficiently and professionally.
• Analyzes route efficiency and safety and makes actionable recommendations regarding route adjustments and stop modifications.
• Assists along with SPED Admin and serves as administrative liaison between the transportation providers to coordinate specialized student accommodations.
• Facilitates crisis response and emergency communications during transportation emergencies, weather events, or unexpected route disruptions.
• Administers, tracks, and logs mandatory State Department of Transportation (DOT) training and compliance records for Type III district drivers.
• Processes and verifies accuracy of operations department invoices, budget amendments, vendor billing, approve supply orders for custodial and department purchase orders, including uniforms and transportation billing, for timely payment processing.
• Processes reimbursements to eligible families in accordance with the Non-Public School Transportation contract and district guidelines.
• Compiles and submits official transportation reports required by State mandates and funding entities.
• Assists with badge management software, issuing, updating, and maintaining staff security badges across the district.
• Attends monthly bus safety meetings, department trainings, and administrative meetings to record action items and provide logistical support.
• Maintains strict confidentiality of sensitive student, family, personnel, and operational data in accordance with district policies and State/Federal law.
• Promotes teamwork, exceptional customer service, and a positive image of the district through professional interaction with staff, families, and community members.
• Performs other duties and responsibilities as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience: High School Diploma/GED; Three (3) years of secretarial or administrative support experience; OR an equivalent combination of education, training and experience.

Required Certificates, Licenses, and Registrations: Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation. May require Notary Public.

Required Knowledge: District policies, administrative protocols, and operational workflows. Applicable State and Federal rules, regulations, and safety standards governing public education and student transportation. Proficiency with software data management, specialized routing databases, and word processing applications (including Microsoft Office Suite and Google Workspace). Knowledge of confidentiality requirements, data privacy protocols (FERPA/MN Data Practices), and secure records retention. Principles of customer service standards, de-escalation, and conflict resolution protocols.

Required Skills: Excellent written, verbal, and interpersonal communication skills with a strong professional work ethic. Strong organizational skills with the proven ability to manage multiple tasks, high-volume inquiries, and competing operational priorities simultaneously. Ability to research, compile, analyze, and summarize statistical data to prepare required state and district reports. Ability to act calmly, quickly, and decisively during transportation crises or emergency situations. Commitment to the District missionensuring high-quality, innovative, challenging education where all learners are valued and respectedand operating in alignment with District Core Values.

Physical/Mental Requirements: The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Mobility to work in an office setting, use standard office equipment and stamina to sit for extended periods of time; strength to lift and carry up to 20 pounds; vision to read printed materials and computer screens; and hearing and speech to communicate in person or over the telephone. Working Environment: Work is performed in an office setting.