Administrative Assistant

Primary Purpose

The Administrative Assistant is responsible for managing and processing purchase orders, requisitions, payroll, billing, dispatch, and operations reports while supporting a variety of administrative, clerical, and operational functions. This role is ideal for a detail-oriented individual who can adapt to multiple responsibilities across billing, customer service, logistics coordination, and general office support.

Education/Certification:

• High school diploma or GED - Preferred
• Class B CDL with Passenger & School Bus endorsements (Paid Training provided)
• Texas School Bus Driver Safety Certification (Paid Training provided)

Special Knowledge/

Skills:

• Proficient computer skills or basic knowledge of computer programs
• Proficient interpersonal and soft skills
• Ability to pass DOT Physical
• Ability to pass DOT drug and alcohol test
• Acceptable driving record
• Ability to operate a bus
• Ability to respond in emergency situations
• Ability to read and interpret routes, forms, and maps
• Experience with children is preferred
• Ability to understand oral and written instructions

Administrative Assistant Operations

• Accurately review, process, and submit purchase orders and requisitions in a timely manner
• Verify operational details including mileage, rates, fuel charges, fees, and budgets
• Communicate with drivers, dispatch, and customers to resolve transportation issues
• Maintain organized billing records and documentation for auditing and reporting purposes
• Assist with accounts receivable tasks, including tracking outstanding invoices and payments
• Provide general administrative support such as data entry, filing, and report generation
• Support dispatch or operations teams with scheduling, budgeting, and updates as needed
• Respond to customer inquiries regarding routes, behavior, budgeting, and reports
• Collaborate with accounting and management to improve communication and budgeting
• Perform additional clerical or operational duties as assigned
• Assist the Director of Transportation in operational duties, reports, and communication

School Bus Driver Operations

• Operate bus and related equipment safely and efficiently, following traffic laws and department policies.
• Perform daily pre-trip and post-trip inspections.
• Report bus damage or mechanical issues immediately.
• Keep the bus interior clean and maintain fuel levels as directed.
• Drive field trips as needed.

Safety and Compliance

• Complete reports accurately and promptly; report any accidents, incidents, or job-related injuries immediately.
• Perform regular emergency evacuations and keep evacuation plans updated.
• Participate in required safety and in-service training.
• Maintain an acceptable driving record and pass drug and alcohol tests.

Student Management

• Maintain effective student behavior management and complete discipline reports as needed.
• Load and unload students safely, assist with securing devices when applicable.
• Establish rapport with students, parents, and school personnel.

Communication & Professional Conduct

• Notify supervisor of any passenger changes.
• Communicate effectively with students, parents, school personnel, and co-workers.
• Maintain confidentiality of information.
• Demonstrate regular attendance and reliability.
• Exemplify high standards of ethical conduct.
• Work harmoniously with supervisors and peers.
• Arrive at workstation on time each day.
• Perform other duties as assigned.

Mental Demands / Physical Demands / Environmental Factors:

• Tools/Equipment Used: School bus; two-way radio; safety equipment; district computer along with applicable software
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Frequent walking; regular grasping/squeezing; wrist flexion/extension, and reaching; regular driving
• Lifting: Must be able to lift and carry a maximum of 50 pounds (small child in emergency situations)
• Environment: Work outside and inside, on slippery or uneven walking surfaces; frequent exposure to extreme hot and cold temperatures, dust, noise, vibration; exposure to chemical hazards; work around vehicles and machinery with moving parts; regularly work irregular hours; occasional prolonged hours; frequent district-wide travel; occasional statewide travel
• Mental Demands: Maintain emotional control under stress; work with frequent interruptions