Primary Purpose:

Assist the Transportation Coordinator with the routine work activities of the transportation department and provide clerical services.

Qualifications:

Education/Certification:

High school diploma or GED

Special Kknowledge/Skills:

Proficient keyboarding, data entry, word processing, and file maintenance skills

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

Experience:

Two years secretarial experience, preferably in transportation environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

• As needed, assist with correspondence, memorandums, forms, requisitions, and reports for the director and other transportation department staff.
• Responsible for the parts ordering process, maintaining an organized parts room that is sufficiently stocked and completing a monthly inventory.
• Responsible for managing the field trips and extracurricular trips using the Trip Tracker.  Including, but not limited to, communicating with campus administration, assigning out field trips, printing trip sheets, and reconciling the trip sheets upon completion.
• Assist coordinator on route assignments and changes.
• Assist coordinator with employee time reports, submission, and time changes for drivers.
• Assist in maintaining and filing all reports, records, and other documents as required.

Phones

• Assist in answering incoming calls, take messages, and route them to appropriate staff.  Handle questions and requests falling within level of responsibility.

Accounting

• As needed, order parts and supplies for department.  Prepare purchase orders and payment authorizations as directed.

Other

• Welcome all visitors and handle their requests or refer them to appropriate personnel.  Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.
• Maintain confidentiality of information.
• Follow district safety protocols and emergency procedures.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used:  Standard office equipment

Posture:  Prolonged sitting; occasional bending/stopping, pushing/pulling, and twisting

Motion:  Frequent repetive hand motions; frequent keyboarding

Lifting:  Occasional light lifting and carrying (less than 15 lbs)

Environment:  Work is performed in an office setting; may require occasional irregular and/or prolonged hours

Mental Demands:  Maintain emotional control under stress; work with frequent interruptions