Administrative Assistant

Primary Purpose

Under minimal supervision, organize and conduct the routine work activities of the transportation department and provide clerical services to the director of transportation.

Education/Certification:

High school diploma or GED

• Proficient keyboarding, data entry, word processing, and file maintenance skills
• Knowledge of correct English usage, grammar, spelling, and punctuation
• Knowledge of basic bookkeeping principals
• Ability to use software to develop spreadsheets, databases, and do word processing
• 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

Secretarial experience in public education environment is preferred

• Prepare correspondence, memorandums, forms, requisitions, and reports for the director and other transportation department staff.
• Receive and process work orders.
• Compile maintain, and file all reports, records, and other documents as required including bus incident reports, trip forms, and student records.
• Set up and maintain secure convenience files on all department employees in accordance with state, federal, and district requirements. Coordinate file maintenance schedules with central office.

• Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests falling within level of responsibility.

• Perform routine bookkeeping tasks and maintain department budget records in an accurate manner including calculating trip tickets and billing appropriate department or campus for payment.
• Order office supplies for department. Prepare purchase orders and payment authorizations as directed.
• Compile and report time records, including leave requests and reports. Prepare payroll data on department employees.

• Welcome all visitors and handle their requests or refer them to appropriate personnel. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.
• Maintain a calendar of department activities and staff schedules and make appointments as required. Make meeting arrangements including arranging and setting up facilities and equipment and preparing materials.
• Maintain confidentiality of information.
• Follow district safety protocols and emergency procedures.

Starting pay: $18.85

• Pay will be commensurate with experience.