Transportation Administrative Assistant

Transportation Administrative Assistant

The Transportation Administrative Assistant provides administrative, clerical, and operational support to the Transportation Department. This position assists with the coordination of daily transportation operations, supports communication between bus drivers, schools, parents, and transportation staff, and maintains departmental records and documentation. The position contributes to the efficient, safe, and organized operation of student transportation services within the district.

Qualifications:

• Licensing/Certification:
  Valid North Carolina Driver's License preferred. Commercial Driver's License (CDL) with Passenger (P) and Student (S) endorsements preferred or ability to obtain within a specified timeframe.
• Education:
  
  High School Diploma or equivalent required. Associate's Degree in Business Administration, Office Administration, or a related field preferred.
• Experience:
  
  Minimum of two (2) years of administrative or clerical experience preferred. Experience in a school system, transportation department, or public service environment preferred.

Essential Functions:

• Provides administrative and clerical support to the Director of Transportation and transportation leadership staff.
• Answers and directs incoming phone calls from parents, school personnel, and community members regarding student transportation.
• Assists with daily transportation operations including communicating route changes, delays, and updates to bus drivers and school personnel.
• Maintains accurate transportation records including driver documentation, student transportation records, and departmental files.
• Assists with data entry and record management within transportation software systems and district databases.
• Provides support for bus routing operations by assisting with student transportation assignments and route updates as directed.
• Assists with monitoring two-way radio communications between the transportation office and school bus drivers as needed.
• Prepares reports, correspondence, spreadsheets, and other departmental documentation.
• Maintains confidentiality of student, employee, and district records.
• Assists with scheduling meetings, training, and departmental events.
• Maintains inventory of office supplies and assists with ordering materials for the Transportation Department.
• Supports documentation and communication related to transportation incidents, delays, and operational issues.
• Provides customer service and assistance to parents, school administrators, drivers, and transportation staff.
• Maintain the driver database for PCS including the initial screening, interview, reference checks, and all other HR processes.
• Coordinate DMV scheduling for CDL classes, pocket card renewals, and DOT Medical Cards.
• Employee will be trained as a backup for the TIMS Routing Coordinator requiring a working knowledge of the TIMS software.
• Create purchase order requisitions for the Transportation Department.
• Receive and process transportation invoices for the Finance Department.
• Performs other duties as assigned by the Director of Transportation.

Knowledge, Skills, and Abilities:

• Knowledge of general office practices and administrative procedures.
• Ability to communicate effectively with staff, students, parents, and administrators.
• Strong organizational skills and ability to manage multiple tasks in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to operate standard office equipment including computers, telephones, and two-way radio systems.
• Proficiency in Microsoft Office applications including Word, Excel, and Outlook.
• Ability to learn transportation routing software and student information systems.
• Ability to remain calm, professional, and solution-oriented during time-sensitive situations.
• Willingness to learn and use artificial intelligence programs for drafting documents

Reports To:

Director of Transportation

Physical Demands:
Work requires sitting for extended periods while performing administrative tasks. Occasional standing, walking, bending, and lifting of materials up to approximately 25 pounds may be required. The position requires the ability to operate office equipment and communication devices.

Work Environment:
Work is primarily performed in an office environment within the Transportation Department. The position may occasionally require interaction in bus parking areas, maintenance facilities, or school locations. Work may involve periods of increased activity during peak transportation times.

Salary Grade:
Office Support Pay Schedule

Terms of Employment: 12 Month

FLSA Status:
Non-Exempt

OSHA:
This position may involve exposure to conditions requiring compliance with OSHA safety standards, including vehicle operations and maintenance environments.

ADA:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.