Administrative Secretary - Transportation

Transportation Office Clerk

Assist with the daily operation of transportation office and provide clerical services and administrative support to the Director of Transportation.

Qualifications:

Education/Certification:

High school diploma

Special Knowledge/Skills:

Proficient keyboarding and file maintenance skills

Excellent writing and communication skills, use of proper grammar, spelling, and punctuation

Basic math and analytical skills

Ability to use various forms of electronic devices and computers to develop spreadsheets, databases, etc.

Proficient in Google suite, Microsoft Office, and other computer and/or student transportation programs and software

Ability to use a 2-way radio

Experience:

Secretarial experience, preferably in public education transportation

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare correspondence, memorandums, forms, requisitions, and reports for transportation office using district issued computer.

2. Complete all required worker's compensation forms, as needed.

3. Compile pertinent data to prepare various required state and local reports.

4. Maintain physical and computerized departmental files on transportation issues, including bus incident reports and trip forms.

5. Maintain accurate files for all department employees.

6. Maintain appropriate student records as needed.

Phones

7. Answer incoming calls, take messages, and route them to appropriate staff.

8. Answer incoming calls and handle questions and requests that fall within the level of responsibility.

Accounting

9. Assist with preparation of purchase orders and payment authorizations.

10. Compile and report time records or prepare payroll on employees.

11. Calculate trip tickets for payment to route drivers and extracurricular drivers and bill appropriate department or campus.

Data Entry

12. Input all supply and equipment purchase information in fleet maintenance program.

13. Input student and staff information in routing software.

Field Trips/ Auxiliary

14. Ability to utilize Routing and Field Trip Software to print maps for drivers, communicate information to parents and campuses, and schedule field trips.

Other

15. Order office supplies for department.

16. Welcome all visitors and handle their requests or refer them to appropriate personnel.

17. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.

18. Maintain a schedule of appointments and make arrangements for conferences and interviews.

19. Other duties as assigned by administration.

20. Follow established safety procedures and techniques.

21. Report promptly to the Supervisor any accident or illness of staff or students.

22. Promote, participate, and facilitate in a teamwork center manner.

Supervisory Responsibilities:

None.

Equipment Used:

District issued computer, laptop, printer, copier, scanner, calculator, two-way radio, and phones.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Repetitive hand motions; prolonged use of computer.

Maintain emotional control under stress.

Flexibility of work schedule; potential extended work hours

Days Employed: 226

Salary: Commensurate with TCISD Paraprofessional pay guide