Transportation Secretary

Transportation Secretary

Performs a variety of moderate to complex administrative and secretarial support functions for a department or program Director and assigned staff. Essential duties and responsibilities generally include maintaining calendars, arranging meetings, meeting sites and handling other logistical requirements. Provides and recommends training. Coordinates, schedules, prioritizes and assigns tasks and projects. Establishes performance measures, goals, objectives and priorities. Evaluates work performance. Provides feedback, direction and guidance.

Advises personnel of new or revised information. Performs a variety of clerical, secretarial and administrative functions for department staff. Schedules a variety of meetings, conferences, interviews, in-services, workshops, and other activities. Makes travel arrangements and processes financial documents. Drafts and prepares correspondence following directions of supervisor. Maintains schedule of appointments. Sends and receives correspondence and memoranda. Compiles policies and procedures for the District, department or program.

Places, screens and forwards telephone calls for the department and supervisor. Prepares agendas, presentations and informational packets for in-services and committee meetings, training and conferences. Processes requisitions and purchase orders. Orders, maintains, stores and distributes office supplies. Obtains estimates and arranges orders for printing and copying. Processes pay actions. Prepares and submits insurance and theft claims. As assigned, leads and/or supervises assigned clerical, staff and volunteer personnel.

Provides and/or recommends training. Coordinates, schedules, prioritizes and assigns tasks and projects. Establishes performance measures, goals objectives and priorities. Evaluates work performance. Provides feedback, direction and guidance. Advises personnel of new or revised information. Updates and maintains personnel records for new, current and employee transfers and terminations. Assists, supervises and manages daily operations of school office. Prepares a variety of reports and records as needed.

Enters, maintains and updates data to print and distribute budget updates, payroll, timesheets, personnel and administrative files and records. Develops opening and closing of the school year reports for employee and end of the year checkout for staff. Knowledge in IVISIONS, KRONOS, Edulog, School Messenger, Synergy and School dude. Performs other duties as assigned or required.

Knowledge of applicable Federal, state, county and city statutes, rules, regulations, ordinances and PUSD policies and procedures. Knowledge of the principles of customer service, general office operations, business office management, and records and database management. Knowledge of the principles of Business English, grammar, spelling and preparation of correspondence. Knowledge of the principles of bookkeeping, accounting, and grant fund accounting. Skill in reading, interpreting, understanding and applying relevant Federal, state and PUSD rules, regulations, policies and procedures.

Skill in creating, preparing and managing a variety documents and reports for distribution. Skill in assigning and reviewing the work of volunteers and assigned staff. Skill in establishing and maintaining effective working relations with co-workers, vendors, students, parents, the general public and others having business with the school district. Skill in operating a personal computer utilizing a variety of hardware, software applications and peripheral office equipment.

Minimum qualifications:

A High School Diploma or GED, AND two (2) years of experience in a professional office; OR any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved. Other requirements:
Must be able to pass a fingerprint and background clearance check. May be required to work outside normal working hours. May be required to possess and maintain a valid Arizona driver license. Must be able to keyboard (type) 60 WPM. May be required to obtain and maintain a valid Arizona driver's license.