PORT ANGELES SCHOOL DISTRICT #121 JOB DESCRIPTION LEVEL II SECRETARY - TRANSPORTATION DEPARTMENT 8 HOURS PER DAY / 260 DAYS PER YEAR GENERAL SUMMARY
Performs general clerical and secretarial duties, including maintenance of records, reports and files and compilation of data. Receives and assists visitors to the PTC. Answers telephone and two-way radio as required. Receives and distributes mail. Inputs billing data to computer, prepare and submit invoices to PTC customers, with the advice of the District Accountant. Input all route data into the computer and prepare for distribution where needed. Report to the Transportation Supervisor.
MINIMUM QUALIFICATIONS
Minimum high school business curriculum, plus additional college or business-school experience. Advanced skills in English grammar and composition, accurate typing, note taking, record-keeping, and basic accounting. Excellent organizational skills. Ability to handle multiple tasks simultaneously. Knowledge of Microsoft Office Suite. (Familiarity with advanced computer technology and database management preferred.) A calm and cordial manner with the public, in person and on the telephone. Ability to maintain confidentiality, and work under time-pressure.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
● Knowledge and use of correct Grammar, spelling and composition.
● Demonstrated skills in reading, writing, communicating, and basic math.
● Ability to establish and maintain effective working relations with staff.
● Ability to communicate effectively orally and in writing, and in managing a large volume of telephone calls.
● Ability to follow and give instructions and work as a team member.
● Excellent keyboarding/word processing skills, and ability to operate general office machines.
● Ability to attend to detail and follow tasks through to completion.
● Ability to use computers and various software applications.
● Ability to use technology in the course of daily work.
● Ability to complete multiple tasks at the same time and meet deadlines.
● Ability to maintain strict confidentiality.
● Ability to self-motivate, work independently, and exercise initiative
● Attendance and punctuality are essential functions of the position.
● All positions are on site and in person only.
● Responding to stressful situations appropriately.
● Perform additional duties as requested by the Supervisor. MENTAL DEMANDS Requires organization and time management; requires concentration; exposed to frequent interruptions; requires adaptability and flexibility in working with different students, staff, parents, and community members; requires effective decision-making and problem-solving; requires substantial self-discipline in behavior and attitude; requires dealing with difficult individuals on occasion. Requires processing and management of multiple priorities with overlapping deadlines.
PHYSICAL DEMANDS
● May be exposed to visual display terminal for prolonged periods. May require prolonged standing or sitting while performing duties of this job. The employee is regularly required to sit, stand, walk, lift, carry, stoop, kneel, talk and hear.
ESSENTIAL FUNCTIONS
● Perform secretarial duties for Transportation Supervisor including correspondence, reports, trip schedules, stop location lists and other typing and computer input or printing requirements.
● Maintain accurate attendance records for maintenance/grounds staff and enter all absences for payroll using the Frontline payroll system.
● Prepare correspondence to schools, parents and law enforcement for student discipline or legal cases.
● Establish and maintain PTC operations and maintenance files as directed by the Transportation Supervisor.
● Maintain fuel system oversight with vehicle consumption and mileage reports, that include billable fuel reports.
● Prepare Transportation Operation and Maintenance payroll from data provided by both the employees and the Driver Module Software Suite, and submit to the Payroll Department in the format required.
● Process trip tickets for payroll, accounting and reporting requirements.
● Collect and maintain data on school bus operations. Develop recurring weekly, monthly and annual reports on operations.
● Maintain driver and substitute driver lists.
● Assist with maintaining out-of-district schedules and calendar. Record trip tickets and drivers’ out-of-district trip information for the accounting office and Transportation Supervisor.
● Assist in preparation, printing and distribution of bus route schedules to news media, public and staff as required.
● Input repair billing data to computer. Prepare and mail billings to all PTC clients.
● Create PO’s and billings in Skyward
● Maintain and adjust inventory records for transportation operations and maintenance. Assist Transportation Supervisor and Lead Mechanic in establishing reorder points,Shop Management Software upkeep, and prepare requisitions for re-order to submit to the purchasing department. Maintain requisition files.
● Schedule PTC conference rooms for conferences, classes and meetings as required.
● Assist Transportation Supervisor in developing District Transportation Budget information to the District Office.
● Maintain routing software stops and times as needed, answer bus radio calls and respond to interactions accordingly, dispatch by phone, software, and bus radio when needed.
● Maintain Department calendars and seasonal displays.
● Plan and prepare personnel interviews, meetings, and staff parties.
● Perform other duties as assigned by the Transportation Supervisor.
CONDITIONS/ACKNOWLEDGMENT This job description is intended to provide an overview of the requirements of the position. As such, it is not necessarily all inclusive, and the job may require other essential and/or non-essential functions, tasks, duties, or responsibilities not listed herein. The Port Angeles School District reserves the sole right to add, modify, or exclude any essential or non-essential requirement at any time, with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Wages – Secretaries Level II $22.68 to $36.64 Depending upon School District Employment Benefits - Medical, Retirement, Basic Life/AD&D, Basic Long-Term Disability, FSA & HSA. Any employee anticipated to work at least 630 hours in the school year is eligible for benefits. To apply, visit our website at: https://portangelesschools.org/. Only complete applications will be considered. If needing assistance, call HR at (360) 565-3729. PASD Non-Discrimination Statement Portgeles School District is an Equal Opportunity Employer Port Angeles School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or Identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Title IX Coordinators, Civil Rights Compliance Coordinators: Scott Harker, 905 W 9th St. Port Angeles, WA 96363, (360) 457-8575, [email protected], for Section 504/ADA Coordinator Michaela Clancy, 905 W 9th St. Port Angeles, WA 98363, (360) 457-8575,[email protected]. The Port Angeles School District will also take steps to assure that national origin persons who lack English language skills can participate in all education programs, services and activities. For information regarding translation services or transitional bilingual education programs, contact the Deputy Associate Superintendent located at 905 W 9th St, Port Angeles, WA 98363, 360-457-8575.
Job Type: Full-time
Pay: $26.35 - $32.70 per hour
Work Location: In person
