Operations​/Transportation Administrative Assistant

Marion Independent School District

JOB TITLE: Administrative Assistant – Operations Support Services

REPORTS TO: Director/Assistant Director of Operations

FLSA STATUS: Non-Exempt Hourly

STATUS: Full Time, typically 40 hours/week; 12 month contract, wage established by Board of Directors

BASIC FUNCTION: To provide secretarial and support services to the Operations Team to further the aims, objectives and mission of the school district, and to carry out the duties assigned by the Operations Director/Assistant Director to ensure the smooth and efficient operation of the operations office. She/he will perform administrative and secretarial work of a high level with minimal direction and supervision in an effective, efficient, confidential and trustworthy manner.

EVALUATION: The Operations Director/Assistant annually evaluates based on job performance.

• High School Diploma or Equivalent. Post-secondary hours in a related field are desirable but not required. Experience or post-secondary hours in Human Resources preferred.
• Strong secretarial skills, including use of office equipment. Computer skills adequate to utilize technology relevant to the position.
• Strong communication and organization skills, and ability to interact effectively with faculty, staff, students, and community.
• Organizational and management skills needed to effectively assist with multiple projects at the same time. Ability to prioritize, organize, and have excellent attention to detail.
• Maintain a positive attitude and flexibility in daily work tasks.
• Possess such alternatives to the above qualifications as the immediate supervisor finds appropriate.
• Ability to maintain confidentiality in all aspects of the job.

• Adhere to applicable state and federal laws, rules and regulations, board policies and administrative rules.
• Demonstrate organization and professionalism in fulfilling the responsibilities of the position.
• Maintain a "service orientation" and treat all students, parents, staff, and visitors with professional courtesy.
• Demonstrate a positive attitude toward school, students and job while communicating the same to the community.
• Contribute as a collaborative member of the Operations Team.
• Participate in Operations meetings and activities upon request of the Directors.
• Attend professional learning opportunities as needed to stay current with state and federal regulations and requirements.
• Dress appropriately for the position and work required.
• Accept constructive criticism and suggestions while seeking to improve each performance responsibility.
• Maintain professionalism and confidentiality with student and personnel records and school operations.

• Answer phone, direct calls, serve as primary receptionist for Operations.
• Serve as personal secretary to the Operations Director/Assistant Director.
• Support the District and building cultures to positively present the Marion Independent School District to all its publics.
• Assist with Maintaining a working knowledge of state laws, building codes, legal restrictions, and OSHA and ADA requirements that will affect the school district.
• Present a positive personal image in all internal and external communications and interactions that reflect on the Marion Independent School District.
• Assist in maintaining the necessary certifications to keep the facilities operational as well as assisting staff with completion of mandatory certifications.
• Assist with coordinating bus drivers and associates to ensure routes and trips are staffed, assign substitute drivers and equipment as necessary.
• Work under deadlines in a fast-paced environment, effectively communicating quick and accurate decisions.
• Take calls from absent drivers and students, maintain a daily attendance call-in sheet.
• Record and communicate information from parents and the public regarding student riders, relay information to bus drivers via 2-way radio.
• Provide direction and coordinate assignments for drivers and associates.
• Use a computerized database to route/access student busing information and relay it to drivers and the public.
• Accept, track and bill transportation fees using the district payment system.
• Assist Operations Director/Asst Director with assignments and projects.
• Coordinate documentation with administrators for State and Federal reports such as Bus Driver and Vehicle Information.
• Sort and process in-coming and out-going mail, both external and inter office. Schedules shipments and pickups.
• Serve as contact person for random drug and alcohol testing for the Transportation/Operations department. Maintaining separate files and make sure their documentation is all up-to-date.
• Maintain an inventory and organize office supplies and order as needed.
• Assist and support other areas of the office in the absence of co-workers.
• Utilize email to facilitate ongoing and timely communication.
• Perform other duties or special projects as required.
• Routing & maintaining/updating the routing software for…