2025-26 Administrative Secretary Full-Time (8.0 hpd., 261 days per year) Operations & Transportation Services

About the District

Springfield Public Schools (SPS) is located in Springfield Oregon in the heart of the Willamette Valley. The district serves approximately 10000 students across 185 square miles encompassing the city of Springfield and East/Central Lane County. Neighboring the University of Oregon in Eugene SPS employs more than 1400 staff members including over 650 teachers who are dedicated to our mission: supporting Every Student Every Day.We believe that student success is our most important outcomeand that operational excellence in transportation fleet maintenance and district support services plays a critical role in achieving that goal.

Position Summary

The Administrative Secretary Operations & Transportation Services provides high-level administrative and clerical support to the Operations and Transportation Department. This position is responsible for coordinating organizing and managing the daily functions that support safe efficient and reliable school district operationsincluding pupil transportation fleet maintenance and operations support.

This role requires independent judgment strong organizational skills and a thorough understanding of modern office practices district policies and transportation program requirements. The position serves as a key point of contact for staff vendors and the publicsupporting the smooth operation of routing dispatching payroll purchasing maintenance scheduling and regulatory compliance activities.

Essential Functions

Employees in this position perform some or all of the following duties. Other duties may be assigned.

• Provide comprehensive administrative support to the Operations and Transportation Manager and departmental supervisors.
• Serve as the first point of contact for staff parents and community stakeholders regarding transportation and operations inquiries.
• Manage departmental communications including phone email radio and visitor reception.
• Support the processing of driver time cards payroll attendance and training records in coordination with HR and Payroll.
• Prepare and track purchase orders work orders and contracts for vehicles equipment fuel and supplies.
• Maintain accurate inventory systems for parts materials and uniforms; coordinate ordering receiving and returns.
• Support budget tracking expenditure reconciliation and reporting for Transportation and Operations accounts.
• Assist with fleet and equipment record keeping preventive maintenance tracking and compliance documentation.
• Maintain department calendars meeting schedules and annual planning documents (e.g. inspections route bids staff trainings).
• Coordinate building and fleet scheduling including vehicle use requests field trips and repair priorities.
• Support on boardingand training of new staff in administrative systems (e.g. Bytecurve Transfinder SafeSchools and district software).
• Prepare correspondence forms and reports related to operational and transportation functions.
• Process confidential information with accuracy discretion and a high level of professionalism.
• Support communication and coordination between transportation staff schools and external partners (e.g. ODE ODOT DMV).
• Participate in Lean process improvement and 5S initiatives to improve office and shop efficiency.
• Perform general office management tasks including copying scanning filing and maintaining department records.
• Attend meetings take minutes and distribute summaries and action items as directed.
• Serve as a backup for other Operations administrative staff as needed.

Minimum Qualifications

Education:

• Associate degree or higher (attach diploma); OR
• Completion of two years of post-secondary study (72 quarter credits / 48 semester units); OR
• High school diploma or GED with equivalent relevant experience.

Experience:

• Two (2) years of increasingly responsible administrative support experience preferably in public agency transportation or facilities operations settings.

Certificates Licenses and Requirements:

• Ability to obtain and maintain a valid First Aid/CPR certification.
• Successful completion of SafeSchools training modules as assigned.
• Criminal Justice Fingerprint/Background Clearance required.

Desired Qualifications

• Prior experience in public school operations or pupil transportation services.
• Familiarity with Transfinder Bytecurve or other routing/payroll systems.
• Knowledge of Oregon Department of Education (ODE) transportation regulations and reporting requirements.
• Experience with budget reconciliation purchasing and inventory management.

Knowledge Skills and Abilities

Knowledge of:

• District and departmental policies and procedures.
• Modern administrative practices office management and process improvement.
• Transportation operations fleet management and compliance documentation.
• Budget tracking purchasing and inventory systems.
• Software tools including Microsoft Office Suite Google Workspace and district systems (Bytecurve Transfinder SafeSchools).

Skills to:

• Manage multiple priorities with accuracy and attention to detail.
• Communicate effectively with staff vendors and the public.
• Maintain confidentiality and handle sensitive information appropriately.
• Prepare accurate financial and operational reports.
• Coordinate and schedule complex logistical operations in a dynamic environment.

Ability to:

• Understand and apply policies procedures and safety standards.
• Maintain professionalism and poise under pressure.
• Work collaboratively with a diverse team in support of district goals.
• Exhibit initiative and independent judgment in problem solving.
• Demonstrate commitment to continuous improvement and customer service.