Transportation Secretary

Transportation Secretary

As a part-time position, the Transportation Secretary provides administrative and operational support for the school system's transportation department. This position is responsible for coordinating daily transportation activities, maintaining accurate transportation records, supporting bus driver and vehicle assignments, coordinating routes and extracurricular transportation, and ensuring required driver documentation and transportation records are current and compliant with state and local requirements.

The Transportation Secretary serves as a key point of communication among transportation personnel, school administrators, bus drivers, families, and other departments to help ensure that students are transported safely, efficiently, and reliably.

Essential Duties and Responsibilities

I. Transportation Operations

• Assist with the day-to-day operations of the school system's transportation office.
• Coordinate and maintain assignments for school bus drivers, buses, routes, and vehicles.
• Assist with developing, updating, and maintaining regular and special transportation schedules.
• Coordinate transportation arrangements for extracurricular activities, athletic events, field trips, and other school-related activities.
• Monitor changes to transportation assignments and communicate updates to appropriate personnel.
• Assist transportation leadership with resolving scheduling, routing, staffing, and operational issues.
• Maintain accurate transportation information to support efficient daily operations.

II. Driver Records & Compliance

• Maintain current and accurate records for school bus drivers, including physical examinations, certifications, licensing, and other required qualifications.
• Track required driver documentation and assist in ensuring records remain current and complete.
• Maintain documentation related to state-required random drug screening and other transportation compliance requirements.
• Assist with monitoring driver eligibility and required credentials.
• Compile and maintain records necessary for internal reviews, audits, and state or local compliance requirements.

III. Data, Reporting & Documentation

• Compile transportation-related data and prepare required state and local reports.
• Maintain accurate records related to transportation operations, personnel, vehicles, routes, and assignments.
• Review transportation information for accuracy and completeness.
• Prepare correspondence, reports, schedules, forms, and other transportation-related documents.
• Maintain organized electronic and physical transportation files.

IV. Communication & Customer Service

• Serve as a professional point of contact for transportation-related questions and concerns.
• Communicate route, schedule, and transportation changes to school personnel, drivers, and other stakeholders.
• Respond to transportation inquiries and assist with resolving routine transportation concerns.
• Maintain effective working relationships with school administrators, transportation personnel, families, vendors, and community partners.
• Provide timely and accurate information regarding transportation services.

V. Administrative & Financial Support

• Provide general administrative support to the transportation department.
• Assist with transportation-related payroll, financial documentation, or other administrative processes as assigned.
• Review and resolve routine payroll or documentation questions related to transportation personnel.
• Assist with preparing records and reports for internal and external purposes.

Qualifications Required

• High school diploma or equivalent.
• Demonstrated experience in school transportation, transportation administration, school operations, or a related administrative field.
• Strong organizational and record keeping skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Ability to maintain confidential personnel and student-related information.
• Ability to work independently while collaborating effectively with administrators and transportation personnel.

Preferred

• Experience working in a K12 school transportation department.
• Experience coordinating school bus routes, drivers, vehicles, or extracurricular transportation.
• Knowledge of state and local school transportation requirements.
• Experience maintaining driver certification, licensing, physical examination, and drug-screening records.
• Experience with student information or school transportation management systems.
• Bachelor's degree or relevant college coursework.

Core Competencies

• Transportation Operations
• Route & Schedule Coordination
• Driver Records & Compliance
• Data Management & Reporting
• Records Management
• Attention to Detail
• Organization & Time Management
• Problem Solving
• Customer Service
• Communication
• Confidentiality
• Technology Proficiency
• Multitasking & Prioritization

Physical & Work Environment

The Transportation Secretary works primarily in an office environment but may periodically interact with transportation staff, school personnel, students, families, and vendors at school or transportation facilities. The position may require flexibility to respond to transportation issues, schedule changes, emergencies, and other operational needs.

Position Success Indicators

• Accurate and up-to-date transportation records
• Timely completion of required transportation reports and documentation.
• Accurate driver assignments and transportation schedules.
• Effective coordination of extracurricular and special transportation.
• Current driver certification and compliance