General Clerk Supporting Safety and Training

General Clerk

NYC School Bus Umbrella Services, Inc. (NYCSBUS) Department: Safety and Training Reports To: Director of Safety and Training or Designee Home Location: GreenPoint Position Type: Full-Time | In-Person About NYCSBUS NYCSBUS (NYC School Bus Umbrella Services, Inc.) is a not-for-profit corporation providing school bus transportation services to New York City public and private school students, many of whom have Individualized Education Programs (IEPs). Operating more than 850 school bus routes and employing approximately 2,000 individuals across multiple locations in Brooklyn, the Bronx, Queens, and Staten Island, NYCSBUS is committed to improving student transportation through innovation, operational excellence, safety, accountability, and transparency. Our mission is to provide safe, reliable, and efficient transportation services while maintaining the highest standards of professionalism, regulatory compliance, and student safety.

Position Summary Reporting to the Director of Safety and Training or designee, the General Clerk will provide administrative, clerical, and operational support to the Safety and Training Department. This position is responsible for assisting with the coordination of employee training activities, maintaining accurate training documentation, monitoring training schedules, updating departmental records and trackers, and supporting communication between Safety and Training, Human Resources, Compliance, and Service Delivery. The General Clerk plays an important role in ensuring that training-related administrative processes are completed accurately, efficiently, and within established deadlines. The position will primarily support the Safety and Training Department. However, the employee may be required to provide administrative assistance to other departments based on operational needs, particularly during peak school transportation periods. This is an in-person position based at an assigned NYCSBUS depot, with potential assignments at other locations as needed.

Primary Responsibilities

• Training Administration and Coordination Provide daily clerical and administrative support to the Safety and Training Department. Assist with scheduling and coordinating training sessions for school bus drivers, attendants (monitors), driver trainees, and other personnel. Maintain and update training calendars, attendance records, class rosters, and departmental schedules. Contact employees and trainees regarding upcoming training sessions, appointments, schedule changes, and required documentation. Assist instructors and Safety Supervisors with preparing training materials, attendance sheets, evaluations, and other administrative documents. Track employee participation in mandatory training programs and follow up on missing documentation or incomplete training requirements. Assist with coordinating initial, refresher, remedial, and other required training activities. Support the administrative coordination of behind-the-wheel training, classroom instruction, and other training programs as directed.
• Documentation and Record Management Maintain accurate, organized, and confidential training records for drivers, attendants, and trainees. Enter and update training information in NYCSBUS systems, departmental trackers, and electronic databases. Review training documents for accuracy, completeness, and proper filing. Scan, upload, organize, and archive training documentation in accordance with departmental procedures. Assist with tracking training certifications, expiration dates, completion statuses, and outstanding requirements. Identify missing, incomplete, or inconsistent records and notify the appropriate Safety and Training personnel. Assist with preparing documentation for internal reviews, compliance monitoring, and regulatory audits. Ensure that employee training records are maintained in accordance with established recordkeeping procedures. Responsible for updating the Non-Rev file with all related entries.
• Safety and Regulatory Compliance Support Provide administrative support for training-related requirements associated with New York State Education Department, Article 19-A, New York State DMV, NYC Department of Education (DOE), Office of Pupil Transportation (OPT), and other applicable regulatory requirements. Assist in tracking mandatory training, certification, and recertification deadlines. Support the collection and organization of documentation required to demonstrate employee training compliance. Coordinate with the Compliance Department regarding training completion records and outstanding training-related requirements. Assist with preparing reports identifying employees who have completed, missed, or require additional training. Promptly communicate missing training documentation, expired qualifications, or other identified concerns to the appropriate Safety and Training personnel. Support administrative follow-up on safety-related training requirements and corrective training assignments. The General Clerk is responsible for administrative tracking and communication and does not independently determine an employee's regulatory eligibility or authorization to operate a school bus.
• Communication and Departmental Coordination Serve as an administrative point of contact for routine Safety and Training inquiries. Answer telephone calls, respond to emails, and direct inquiries to the appropriate departmental personnel. Communicate professionally with employees, trainees, instructors, Safety Supervisors, and other NYCSBUS personnel. Coordinate with Recruitment and Onboarding regarding employees and trainees transitioning into required training programs. Communicate with the Compliance Department regarding completed training and documentation needed for employee activation or continued eligibility. Assist with providing Service Delivery with training status updates when requested and authorized. Follow up with employees and trainees regarding missed training sessions, incomplete paperwork, and scheduling matters. Maintain clear, accurate, and timely communication regarding departmental activities.
• Data Entry, Reporting, and Tracking Perform accurate and timely data entry into designated NYCSBUS systems and departmental trackers. Maintain training attendance logs, completion records, and employee training status reports. Assist with preparing daily, weekly, and monthly departmental activity reports. Track scheduled training sessions, attendance, cancellations, and outstanding training requirements. Identify discrepancies between training documentation and departmental tracking systems. Assist the Director of Safety and Training and Safety Supervisors with compiling information for management reports. Maintain organized electronic and physical filing systems. Support continuous improvement of departmental administrative processes and tracking procedures.
• General Administrative and Operational Support Travel between locations as needed Assist with preparing departmental correspondence, memoranda, forms, and training notices. Organize and distribute training materials, supplies, and other departmental resources. Assist with scheduling meetings, preparing agendas, and maintaining attendance records. Support departmental projects, special initiatives, and seasonal training campaigns. Provide clerical assistance during peak training periods, including summer preparation and the opening of the school year. Assist with maintaining office supplies and ensuring that departmental administrative materials are available. Participate in departmental meetings, training sessions, and professional development activities as required. Perform other related duties as assigned by the Director of Safety and Training or designated supervisor.

Education and/or Experience High school diploma or GED certificate required, or demonstrated progress toward obtaining a GED as permitted by applicable New York law. Previous experience in an administrative, clerical, or office support position preferred. Experience in school transportation, employee training, transportation operations, safety administration, or a related field is strongly preferred. Familiarity with school bus driver and attendant training requirements is an advantage. Experience maintaining employee records, scheduling training sessions, or coordinating administrative activities is preferred. Previous experience working in a regulated industry is a plus.

Qualifications Eligible to work in the US Proficiency with Google Workspace applications, including Google Sheets, Google Docs, Gmail, and Google Calendar. Working knowledge of Microsoft Office applications, particularly Excel, Word, and Outlook, is preferred. Ability to learn and effectively utilize NYCSBUS operational, training, and employee management systems. Strong data entry skills with a high degree of accuracy and attention to detail. Excellent organizational skills and the ability to maintain accurate records. Strong time management skills and the ability to manage multiple assignments and deadlines. Effective verbal and written communication skills in English. Ability to communicate in Spanish is strongly preferred. Excellent interpersonal and customer service skills. Ability to interact professionally with employees, trainees, instructors, supervisors, and management. Ability to maintain confidentiality when handling employee information and sensitive departmental records. Ability to follow established procedures, instructions, and departmental protocols. Strong problem-solving skills and the ability to identify and report discrepancies. Ability to work independently while contributing effectively to a team environment. Flexibility to adapt to changing schedules, departmental priorities, and operational demands.

Physical and Other Requirements Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 15 pounds occasionally. Ability to perform routine office duties, including filing, scanning, copying, and organizing documents. Ability to travel to other NYCSBUS depots and training locations when required. Must be able to work safely in an environment where noise, moving vehicles, machinery, dust, fumes, or other transportation-related conditions may be present. May be assigned work schedules outside normally scheduled hours based on training and operational requirements. During peak periods, including summer training and the beginning of the school year, employees may be required to work additional hours or report to locations other than their regularly assigned depot. Must be able to comply with all NYCSBUS workplace safety policies and procedures.

Performance Expectations The successful candidate will be expected to demonstrate the following: Accuracy: Maintain complete and accurate training records, schedules, and departmental trackers. Timeliness: Complete administrative assignments, data entry, and required follow-ups within established deadlines. Accountability: Take ownership of assigned clerical responsibilities and communicate outstanding matters promptly. Confidentiality: Safeguard employee information and departmental records. Communication: Maintain effective communication with Safety and Training personnel and collaborating departments. Teamwork: Support departmental priorities and contribute to a collaborative working environment. Compliance Awareness: Recognize the importance of maintaining accurate training documentation in a regulated school transportation environment.

Additional Responsibilities This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. NYCSBUS reserves the right to modify duties and assignments based on organizational and operational needs, consistent with applicable laws and employment agreements. Equal Employment Opportunity NYCSBUS is an Equal Opportunity Employer committed to providing a workplace free from unlawful discrimination and harassment. Employment decisions are made in accordance with applicable federal, state, and local laws.

New York City School Bus Umbrella Services