Administrative Assistant l to Assistant HR Director Transportation

Job Title

Qualifications:

• Proof of high school graduation or GED certificate.
• Must be proficient in computer skills and familiar with Windows and Microsoft Office suite, including Word, Power Point, Access and Excel.
• Must possess excellent secretarial and communication skills.
• Must possess effective interpersonal and communication skills, personal integrity, and the ability to work with diverse individuals and complex issues.
• Follows District and Transportation Department policies and procedures.

Terms of Employment:

244 days

Salary/Paygrade:

$32,367/CP-4

Salary Range (based on experience) as set by the Board of Trustees.

Essential Functions:

• Answer and route telephone calls as well as record messages in accordance with established office procedures.
• Maintain a schedule of appointments and make arrangements for conferences.
• Be responsible for the typing of letters, memos and/or requested reports.
• Create employee communication via memo, newsletter, presentation or video.
• Maintain a regular filing system and process incoming correspondence.
• Order and maintain supplies as requested within budget.
• Assist with dispatching, payroll, human resources, and center activities as requested.
• Complete and process purchase orders in compliance with district/department procedures and guidelines.
• Complete and submit maintenance, technology and HVAC requests.
• Process and maintain attendance records for department office and clerical staff.
• Complete, compile and submit notice of employee absence form for hourly employees.
• Review and edit payroll data for Charter Drivers of assigned center.
• Assist in creating and implementing Charter duties and schedules.
• Process and maintain deposits for various department funds.
• Maintain monthly department budget reconciliation reports.
• Complete, compile and submit accident data, statements, photos and videos for assigned center for Collision Review Board.
• Submit appropriate accident information to the districts insurance office.
• Assist employees with worker's compensation related incidents, and disseminate paperwork to appropriate personnel.
• Complete and compile state required report as needed for incidents that involve a bus with advertisement.
• Maintain Employee Access Kiosk computers and assist employees in their use.
• Assist new employees with benefits information, computer login, password, district calendar and payroll information.
• Complete, compile request and accept monies (Zonar badges) when necessary for  Zonar badges.
• Coordinate internal references for transfers or re-hired employees.
• Retrieve, sort and distribute USPS mail.
• Shop for activity events and coffee service as needed.
• Maintain Xerox copier and contact repair service as necessary.
• Distribute notices and coordinate completion of employee physicals and bus driver certification.
• Assist with multi-day mass bus driver physicals each summer.
• Remind, provide documentation and collect driver license renewal information from each driver.
• Distribute and collect yearly commitment sheets and handbook receipts.
• Assist with multi-day route selection process.
• Assist with set up and implementation of center in-service.
• Organize and maintain multiple department and center fundraisers.
• Perform other duties as assigned.
• Regular and reliable attendance is an essential job function.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions. Repetitive hand motions and prolonged use of computer.

Application Information:

Applications will be reviewed.

Not all applicants will be interviewed.

Hiring Managers may choose to email you regarding this application. Please monitor your email regularly for any communication.