Transportation Office Manager

Office Manager

Littleton Public Schools - Big enough to serve you; small enough to know you. Littleton Public Schools (LPS) is a premier school district located a few miles south of downtown Denver. With approximately 13,000 students, LPS offers a comprehensive education from preschool through Grade 12 at ten elementary schools, four middle schools, three high schools, several alternative programs, a central preschool, and two charter schools. We welcome your interest to join our family and support our 100 Percent Goal: graduating 100 percent of LPS students prepared for meaningful postsecondary opportunities. With a history of close community ties and consistent support from our residents, LPS is not just a place to work but a destination for exceptional individuals to establish career long roots, develop professionally, and make meaningful contributions for our students. You belong here!

Position Purpose: The Office Manager serves as the operational backbone of the Transportation Department, providing high-level administrative support to the Director and ensuring the integrity of departmental systems. This role is responsible for the precise management of personnel data, payroll, and budget allocations, while overseeing critical compliance functions including drug and alcohol testing and contracted services. By bridging the gap between administrative oversight and daily dispatch operations, this position ensures a seamless, efficient, and compliant transportation environment.

Essential Duties:

• Financial & Payroll Management
• Payroll Administration: Execute full-cycle payroll processing, including data entry for billable time breakouts and monitoring total hours for the Director and Assistant Director.
• Budget Oversight: Manage departmental expenses, including the procurement of office supplies and equipment. Reconcile monthly credit card transactions, ensure correct coding, and participate in budget development and reconciliation meetings.
• Billing & Invoicing: Coordinate billing for field trips and summer school; invoice and track fees, confirm payments, and maintain summer school statistical databases.
• State Reporting: Develop mileage and field trip reports required for CDE-40 year-end reporting to ensure accurate state reimbursement. Includes the High Cost Report annually.
• Operations & Logistics Support
• Contracted Services: Manage all out-of-district contracted rides, including those for McKinney-Vento students and facilities, specifically addressing driver shortages and extenuating circumstances.
• Facility & Tech Maintenance: Initiate and track work orders for building maintenance, including repairs and servicing for copiers, phone systems, and computer hardware.
• Dispatch Support: Provide critical support for "prime time" dispatching, including two-way radio communication and high-volume phone management.
• Personnel & Compliance
• Leave Administration: Manage and process all employee leave requests, including medical leaves (FMLA/Non-FMLA), unpaid leaves, vacation, and sick time. Ensure all documentation is accurate, categorized correctly, and processed in accordance with district policy and privacy regulations.
• Workers' Compensation: Perform all tasks associated with work-related injuries, including interviewing and instructing employees on procedures, monitoring doctor visits, and reporting status updates to the Director and Human Resources.
• Regulatory Compliance: Oversee the CDL random drug and alcohol testing program, including testing site preparation and maintaining the driver list for the TSC.
• Records Management: Maintain the master Transportation employee database, including seniority lists, performance records, and emergency contact information.
• HR Documentation: Prepare and distribute employee notices of employment, change of status (AEA's), resignations, and terminations.
• Administrative Leadership
• Executive Support: Manage the Director's calendar, correspondence, and research; lead special projects and departmental communications as assigned.
• Office Coordination: Serve as the central point of contact for departmental records and general office flow.
• Other Duties: Supporting the absences of other team members by supporting operational needs. Perform other duties as assigned.

Knowledge, Skills and Abilities: Advanced oral and written communication skills. Strong secretarial skills. English language skills. Interpersonal relations skills. Basic math and accounting/bookkeeping skills. Basic management skills. Advanced personal computer software and keyboarding skills. Excellent customer service and public relations skills. Critical thinking and problem solving skills. Organizational skills. Ability to maintain confidentiality in all aspects of the job. Ability to manage multiple tasks with frequent interruptions. Ability to manage multiple priorities. Ability to diffuse and manage volatile and stressful situations. Speaks to students, parents, colleagues, and community with respect and dignity. Uses team concepts to plan, problem solve, and share space, equipment, resources, and knowledge with coworkers; supports the ideas, efforts, and accomplishments of others. Recognizes opportunities for improvement and/or implements improved methods within the limits of authority; adapts to changes in responsibilities and work schedule with a positive attitude. Dresses appropriately for work requirements. Maintains consistent, regular attendance at work; arrives and leaves work at scheduled times; respects time limits on breaks and lunch periods; and follows district procedures for absence reporting. Promotes and follows Board of Education policies, building or department procedures, and any other rules and regulations as may be established by central, building, or department administration.

Education/Certification: High School diploma or equivalent Criminal background check required for hire Experience: At least two years experience with databases, reports, and payroll Experience in transportation desirable Microsoft office productivity, financial, and student information applications Starting Salary is Grade 8 $26.51/hour ( Classified Salary Schedule ) 40 hours per week 253 days/year ( Year-round calendar ) BENEFIT INFORMATION : Littleton Public Schools offers several competitive and comprehensive benefit packages to employees. Fringe benefits include medical, dental, vision, life and disability insurance; employee assistance program; 403(b), 401(k), and 457(b) retirement savings plans; and various leave and professional development programs. Additionally as a public employer, LPS participates in the Public Employees Retirement Association (PERA).