Office Manager / Creative Admin

Office Manager – TransportationFacilitate the efficient operation of the Transportation department; maintain a professional work environment and perform the clerical duties necessary. Process and balance Budget for Transportation department and other assigned Budget operations. Communicate with employees and managers regarding purchase orders, handling of all office duties, as necessary.Serve as department secretary:Organize and maintain departmental files for the Transportation department.Receive, sort, and distribute mail, documents, and materials to the department staff.Screen incoming telephone calls, providing information when appropriate and directing calls to the Transportation Department.Receive incoming calls and take accurate messages.Make travel arrangements for department staff.Assist in compiling information to be used in various administrative reports.Maintain, revise, and create department forms, as directed.Respond to incoming emails from IISD parents and staff regarding Transportation, as well as provide parents with their child's student routing information.Provide the best customer service to all personnel and stakeholders.Budget:Run YTD Budget ReportHandle Data for Transportation Service ReportCommunicate and ensure all data is accurate to the Transportation Director.Manage and maintain the fiscal school year budget.Quarterly meeting with the Chief of Services for review/changes to budget.Ensure an accurate budget for the upcoming school year.Create purchase ordersStaying on track with the inventory received items and file and maintain all purchase orders.Prepare and organize Contract Review FormPrepare and organize Waiver of Inter-Local Comparisons.Generate invoices for contracted ride services such as: HopSkipDrive and EverDriven.Prepare Credit Card Form and make credit card payments for the Transportation department.Keep updated records of all Transportation Services contracts.Oversee the contract review process for new and renewing Transportation contracts.Vendors:Acquire pricing and quotes from vendors for purchasing of items/eventsRequest and monitor ETA of itemsHandle shipping issues with missed or damaged items.Verify and confirm vendor received paymentMaintain and update vendor files in the Munis System.Supplies:Order department supplies and enter data into all on-line systems.Daily interactions with Transportation personnel pertaining to transportation supply requests.Travel:Handle all preparation of Travel FormsRegister employee for eventsBook lodging and flights for employeesPrepare and submit meal, mileage, and lodging Travel advancement pay.Reconcile travel receipts with the estimated cost and submit to Accounts Payable Travel Clerk.Coordinate events/meetings:Reserve date and location with vendors(if applicable)Create Purchase Order for materials or supplies needed for the event/meetingCoordinate agenda for the eventOrchestrate the set up and function of the event/meeting.Other duties:Manage time off request for Transportation Exempt employeesSubmit Facility Work order request for TransportationHandle monthly board highlightsAdhere to the Professional Code of Ethics and District policies.Other duties as assigned.Supervisory Responsibilities: NoneEquipment Used: Computer, telephone, fax, calculator, and copier.Working Conditions: Reading; ability to concentrate through continuous interruptions; ability to communicate (verbal); maintain emotional control under stress; Repetitive hand motions; prolonged use of computer; prolonged sitting.Safety: Perform all duties in a safe and responsible manner. Observe all safety precautions.The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.