Administrative Assistant

Transportation Department Clerk

Under minimal supervision, organize and conduct the routine work activities of the transportation department and provide clerical services to the director of transportation.

Qualifications

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding, data entry, word processing, and file maintenance skills

Knowledge of correct English usage, grammar, spelling, and punctuation

Knowledge of basic bookkeeping principles

Ability to use software to develop spreadsheets, databases, and do word processing

Ability to prioritize workflow to address the multiple needs of the supervisor or department

Ability to multi-task numerous complex administrative activities

Strong organizational, communication, and interpersonal skills

Experience:

One to three years secretarial experience, preferably in public education environment

Data processing skills preferred

Customer service experience

Major Responsibilities and Duties

Records, Reports, and Correspondence

1. Prepare correspondence, memorandums, forms, requisitions, and reports for the director and other transportation department staff.

1. Receive and process work orders.
2. Compile maintain, and file all reports, records, and other documents as required including bus incident reports, trip forms, and student records.

1. Set up and maintain secure convenience files on all department employees in accordance with state, federal, and district requirements. Coordinate file maintenance schedules with the central office.

Phones

1. Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests falling within the level of responsibility.

Accounting

1. Perform routine bookkeeping tasks and maintain department budget records in an accurate manner including calculating trip tickets and billing the appropriate department or campus for payment.

1. Order office supplies for the department. Prepare purchase orders and payment authorizations as directed.

1. Compile and report time records, including leave requests and reports. Prepare payroll data on department employees.

Other

1. Welcome all visitors and handle their requests or refer them to appropriate personnel. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.

1. Maintain a calendar of department activities and staff schedules and make appointments as required.

Make meeting arrangements including arranging and setting up facilities and equipment and preparing materials.

1. Maintain confidentiality of information.
2. Follow district safety protocols and emergency procedures.

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.