Administrative Assistant,Transportation Services Job Little Elm area,Texas USA,Administrative/Clerical

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:

Serve as the primary administrative assistant to the Director for Transportation Services, managing schedules, meetings, and correspondence.

Prepare reports, memos, and other documentation as requested by the Director.

Maintain accurate records, including student transportation data, employee files, and compliance documentation.

Track and manage field trip costs, including mileage and driver hours, and ensure appropriate billing to schools or departments.

Process field trip requests and coordinate transportation logistics with schools and drivers.

Coordinate department calendars, including training sessions, inspections, and deadlines.

Communication and Customer Service:

Act as a liaison between the transportation department, schools, parents, and other stakeholders.

Respond to inquiries, complaints, and requests for information professionally and efficiently.

Communicate route changes, delays, and updates to schools and parents as needed.

Handle incoming calls, emails, and other communications, directing them to the appropriate personnel or resolving issues independently when possible.

Operational Support:

Assist in routing and scheduling of buses by maintaining and updating student and route information in the transportation software system.

Support dispatch operations by communicating with drivers and monitoring schedules during busy periods as needed.

Monitor driver absences, substitute assignments, and timekeeping information as needed.

Recordkeeping and Reporting:

Maintain transportation department files, including maintenance logs, department inventory, driver certifications, and compliance records.

Assist in preparing and submitting required state and federal transportation reports.

Track and manage transportation-related expenses, including fuel, maintenance, and overtime costs.

Clerical Duties:

Order and maintain office supplies for the department.

Process purchase orders, invoices, and reimbursement requests according to district guidelines.

Manage incoming and outgoing mail for the department.

Maintains confidentiality

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…

Administrative Assistant, Transportation Services