FTE Operations and Transportation Administrative Assistant

Position: (1.0 FTE) Operations and Transportation Administrative Assistant

(1.0 FTE) Operations and Transportation Administrative Assistant

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Mission Statement

North Shore School District 112 is a transformative learning organization where curiosity inspires minds, innovation shapes the future, and students, staff, and families engage to create a kind and connected community that is committed to excellence.

Primary Function

Under the general direction of the Director of Operations, the Operations & Transportation Administrative Assistant provides administrative, customer service, and coordination support to ensure smooth day‑to‑day operations across Operations and Transportation, including facilities‑related coordination and documentation.

This position serves as a key point of contact for staff, families, vendors, and community partners, supports purchasing and record‑keeping processes, assists with work order and service coordination, and helps maintain accurate documentation related to facilities operations, compliance, and safety/security systems.

General Description

The Operations Administrative Assistant will be responsible for the following:

Office Administration and Department Support

• Provide day‑to‑day administrative support for Operations (and Transportation, as applicable)
• Perform routine office duties (filing, copying, scanning, mail routing, calendars)
• Attend meetings, take minutes, and track follow‑ups/documentation
• Assist with reports, data collection, and record organization for department leaders
• Maintain confidentiality and comply with Board policies
• Assist the Director of Operations with timekeeping support, including tracking and compiling staff timesheets, overtime submissions, and related documentation in accordance with District procedures

Transportation Support

• Assist the Director of Transportation with the day‑to‑day operations of District bus transportation services and provide administrative support for the District’s relationship with the contracted transportation provider
• Support timely communication of route updates, schedule changes, and service disruptions to school offices, families, and other District stakeholders, in collaboration with the transportation provider and District leadership
• Complete transportation‑related administrative duties as assigned, which may include maintaining route documentation, supporting field trip/charter requests, tracking communication and issue resolution, and assisting with records and reporting related to bus operations

Communication and Customer Service

• Serve as a front‑line contact for Operations/Facilities/Transportation calls and inquiries
• Coordinate communication between Operations, Custodial, and other departments (including translation support when needed)
• Maintain department communications (website updates, newsletters, internal notices)

Purchasing and Receiving

• Prepare and submit purchase orders; track approvals and open POs
• Receive and document deliveries; confirm receipt of supplies/equipment and resolve discrepancies
• Coordinate shipping/returns as needed and help expedite time‑sensitive orders
• Reconcile purchasing activity as assigned (ex: procurement system documentation, credit card reconciliations)

Work Order, Service Coordination, and Operational Logistics

• Manage the work order system: intake, assign, monitor progress, and generate status reports
• Coordinate with maintenance/custodial staff and vendors to ensure issues are routed and resolved
• Support District mail processes and logistics (including coverage during breaks/absences)

Safety, Security, and Emergency Support

• Assist with communications during facility and operational emergencies, including timely notification of appropriate district administrators, facilities staff, and external authorities as required
• Assist with access control administration, including onboarding/offboarding of new staff and third‑party contractors; printing and issuing s; updating access permissions; and ensuring timely deactivation of credentials upon…