Administrative Assistant, Transportation Services

Job Title: Administrative Assistant

Reports to: Director for Transportation Services

Dept.: Transportation Services

Exemption Status: Non-Exempt

Pay Scale: CP6

Calendar: 240 days

Primary Purpose: Under minimal supervision organize and conduct the routine work activities of the transportation department and provide clerical services to the Director for Transportation Services.

Qualifications:

Education/Certification:

• High School Diploma or GED

Experience:

• One to three years secretarial experience preferably in public education or transportation environment

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 and databases
• 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; customer-focused mindset

Major Responsibilities and Duties:

Administrative Support

1. Serve as the primary administrative assistant to the Director for Transportation Services managing schedules meetings and correspondence.
2. Prepare reports memos and other documentation as requested by the Director.
3. Maintain accurate records including student transportation data employee files and compliance documentation.
4. Track and manage field trip costs including mileage and driver hours and ensure appropriate billing to schools or departments.
5. Process field trip requests and coordinate transportation logistics with schools and drivers.
6. Coordinate department calendars including training sessions inspections and deadlines.

1. Act as a liaison between the transportation department schools parents and other stakeholders.
2. Respond to inquiries complaints and requests for information professionally and efficiently.
3. Communicate route changes delays and updates to schools and parents as needed.
4. Handle incoming calls emails and other communications directing them to the appropriate personnel or resolving issues independently when possible.

1. Assist in routing and scheduling of buses by maintaining and updating student and route information in the transportation software system.
2. Support dispatch operations by communicating with drivers and monitoring schedules during busy periods as needed.
3. Monitor driver absences substitute assignments and timekeeping information as needed.

1. Maintain transportation department files including maintenance logs department inventorydriver certifications and compliance records.
2. Assist in preparing and submitting required state and federal transportation reports.
3. Track and manage transportation-related expenses including fuel maintenance and overtime costs.

1. Order and maintain office supplies for the department.
2. Process purchase orders invoices and reimbursement requests according to district guidelines.
3. Manage incoming and outgoing mail for the department.
4. Maintains confidentiality
5. Performs other duties as assigned

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

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

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

Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse

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

Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours; work must be performed on-site.

Mental Demands: Maintain emotional control under stress; work with frequent interruptions

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.

Little Elm ISD does not discriminate against any employee or applicant for employment because of race color religion sex national origin age disability military status genetic information or on any other basis prohibited by law. Additionally the District does not discriminate against an employee or applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminatory employment practice. Employment decisions will be made on the basis of each applicants job qualifications experience and abilities.

El Distrito Escolar Independiente de Little Elm no discrimina a ningún empleado o candidato a empleo por razón de raza color religión sexo nacionalidad edad incapacidad estatus militar información genética o de cualquier otra razón prohibida por ley. Además el distrito escolar no discrimina a ningún empleado o candidato a empleo que actúe oponiéndose a ese tipo de discriminaciones o que participe en la investigación de una queja relacionada co n alguna práctica discriminatoria en la contratación. La toma de decisiones respecto a una contratación se hará en función de las calificaciones experiencia y habilidades del candidato.

Required Experience:

Junior IC