JOB TITLE: ADMINISTRATIVE ASSISTANT TO THE TRANSPORTATION DEPARTMENT
FLSA STATUS: NON-EXEMPT
BENEFITS STATUS: FULL-TIME
SALARY: LOCAL SALARY SCHEDULE
GENERAL STATEMENT OF JOB
Under limited supervision, performs highly skilled and responsible secretarial and administrative work in support of the Transportation Department. In addition to the generic duties and responsibilities below, a list of more specific duties may be included according to the needs of the individual position. Must have and maintain a CDL with Passenger and Student endorsements. Reports to the Transportation Director.
DUTIES AND RESPONSIBILITIES
ESSENTIAL JOB FUNCTIONS
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Maintains all cost records for the Transportation Department, including purchase orders.
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Inputs timekeeper information for Transportation employees for the Payroll Department.
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Prepares all monthly and annual reports.
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Answers telephone and provides answers to routine questions and forwards others to the appropriate person.
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Operates the fuel master system.
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Enters data into computer as required.
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Schedules activity buses for schools.
ADDITIONAL JOB FUNCTIONS
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Assists in a variety of department operations; performs special projects and assignments as requested; and prepares reports.
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Gathers, assembles, and summarizes data and information and puts it into usable form, including spreadsheets and databases.
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Prepares correspondence, materials, purchase orders, etc. for special projects and initiatives.
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Proofreads documents generated by the department.
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Recommends improvements in workflow, procedures, and use of equipment and forms.
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Participates in the duties related to the administration of an office.
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Performs other related duties as assigned by the administrator/supervisor.
MINIMUM TRAINING AND EXPERIENCE
Graduation from high school with preference given to an Associate's degree in secretarial science, technology-related or office management and five years of increasingly responsible secretarial experience in an educational setting; or an equivalent combination of education, training and experience that provides the knowledge, skills and abilities required to perform the job functions.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Requires light physical work. Must be able to lift boxes up to ten pounds. Must be able to sit at a computer for extended periods of time.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics of data, people or things.
Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants.
Language Ability: Requires the ability to read simple forms. Requires the ability to prepare time sheets and supply requisitions using prescribed format.
Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written or oral form; to deal with problems involving several concrete variables in or from standardized situations.
Numerical Aptitude: Requires the ability to add, subtract, divide and multiply.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a keyboard.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate to high levels of stress.
Physical Communications: Requires the ability to talk, write, and hear.
KNOWLEDGE, SKILLS AND ABILITIES
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Ability to supervise and direct subordinates.
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Ability to reason, make judgments, and maintain effective working relationships with others in exercising discretion and action in the performance of assigned work.
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Ability to utilize positive human relation skills with all staff, parents and students in fulfilling requests for assistance as appropriate.
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Skills of keyboarding with accuracy at the speed necessary for the position.
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Skills in operating a computer with word processing and spreadsheet applications.
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Considerable knowledge of office practices and procedures.
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Ability to compile and summarize information.
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Ability to resolve problem situations with sound judgment.
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Considerable ability to communicate effectively both orally and in writing.
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Ability to demonstrate proper telephone etiquette.
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Ability to maintain confidentiality.
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Ability to exercise independent judgment and initiative in completing work assignments.
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Knowledge of report writing.
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Ability to compose correspondence independently.
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Ability to work in the absence of supervision.
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Ability to establish and maintain cooperative working relationships with those contacted in the course of work.
DISCLAIMER
This job description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees in this job. It is not a contract or guarantee of employment, salary or benefits.
