Administrative Assistant

Job Description Administrative Assistant to Transportation 3/4/2021

Durham Public Schools Transportation Department Job Description Administrative Assistant

JOB TITLE: Administrative Support

REPORTS TO: Area Manager

SALARY: Grade: 63

STATUS: Permanent, 12 months, Classified, Nonexempt

SUMMARY: Performs a wide variety of administrative and technical functions involving public contact, interaction with other departments, processing of invoices, claims state reports and office management duties. Work involves receiving and transcribing confidential correspondence, screening and independently handling various inquiries by telephone and in person and maintaining various records and files. Explains program policies a n d procedures and disseminates information to the general public pertaining to the oper ation of the Transportation Services Department. Manages transportation data and provides specialized information. Provides district support during emergency situations with limited supervision. RESPONSIBILITIES & DUTIES:

1. Provide administrative/technical support for the School Transportation Department, Staff, pa r e nts , c i ti ze ns , a nd s c hool a dm i ni s tr a ti on.
2. Answers telephone and provides customer service as needed.
3. Coordinate administrative database collection and management related to daily operational efficiency and COVID -19 preparedness.
4. Write, edit, prepare, or coordinate the preparation of correspondence, reports, charts, graphs, and other printed materials.
5. Receive incoming calls for department, aid callers, and take accurate message.
6. Coordinate Outlook calendars and schedule meetings and appointments.
7. Compile and maintain paper and electronic filing systems.
8. Perform other duties as assigned.

MINIMUM EDUCATION, EXPERIENCE AND REQUIREMENTS: Graduation from high school with at least five years of progressively responsible experience in transportation and or transit secretarial and administrative work, including office management with experience in the operation of computer-driven word processing, spreadsheet and file maintenance programs preferred; or completion of an associate's degree program in secretarial science or business administration with at least 3 years of experience in secretarial and administrative work, including office management; or graduation from a four-year college or university, preferably with a major in business administration, public administration or a related field and 1-3 years of experience in related field; or an equivalent combination of experience and training.

Job Description Administrative Assistant to Transportation 3/4/2021

KNOWLEDGE, SKILLS, AND ABILITIES:

1. Ability to work independently and efficiently, including the ability to research and gather information from varied sources.
2. Ability to work any shift Monday-Friday, after hours and early morning with some weekends if needed.
3. Good interpersonal skills to interact with office staff, district staff, and vendors,
4. Working knowledge and proficient level of experience with Microsoft Office programs such as Word, Excel, and PowerPoint.
5. Ability to learn, interpret and explain departmental and systems procedures and policies.
6. Ability to respond to questions or take accurate messages and schedule appointments.
7. Ability to perform routine mathematical, budgetary, and or bookkeeping functions.
8. Ability to generate and maintain various databases, spreadsheets, and other word processing programs. Ability to communicate effectively; possess excellent oral and written communication skills (grammar, spelling, etc.)
9. Ability to perform at a prominent level, as a team player, in a team environment.
10. Ability to relate well to diverse groups of people.
11. Strong organizational and problem-solving skills.
12. Ability to prioritize and manage multiple tasks in a fast-paced environment.
13. Ability to remain calm and professional in an environment with shifting priorities.
14. Maintain department confidentiality.

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of equipment including computers, printers, scanners, copiers, etc. Physical requirements are consistent with those of light work.

DISCLAIMER: The following statements from the job description are intended to describe the general nature and level of work performed by an employee in this category. The description does not contain an exhaustive list of all responsibilities, duties, skills, and other requirements necessary of employees to perform in this position.