Administrative Assistant, Transportation Services

Administrative Assistant, Transportation Services

Little Elm ISD Transportation Services – Little Elm, Texas.

• Job : 5830454
• Final date to receive applications: Posted until filled
• Posted: Jul 13, 2026 5:00 AM (UTC)
• Starting Date: To Be Determined

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.

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

• 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.

• 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.

• 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.

• 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.

• 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.
• Maintain confidentiality.
• Perform 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…