Administrative Skills, Billing, Bookkeeping, Buses, Calendar Management, Communication Skills, Cost Control, Customer Relations, Customer Support/Service, Data Entry, Database Programming, Documentation, English Language, Establish Priorities, Executive Assistant Skills , File Maintenance, High School Diploma, Interpersonal Skills, Mail Processing, Maintain Compliance, Multitasking, Office Equipment, Operational Communications, Operational Support, Order Supplies, Organizational Skills, Peripheral Hardware, Problem Solving Skills, Public Transport, Purchase Orders, Record Keeping, Reimbursement, Reporting Skills, Request for Information (RFI), Schedule Development, Spreadsheets, Time Management, Track and Field, Transportation and Logistics, Word Processing
Job Title: Administrative Assistant
Reports to: Director for Transportation Services
Dept.: Transportation Services
Exemption Status: Non-Exempt
Pay Scale: CP6
Calendar: 240 days
Primary Purpose: Under minimal supervision, organize and conduct the routine work activities of the transportation department and provide clerical services to the Director for Transportation Services.
Qualifications:
Education/Certification:
- High School Diploma or GED
Experience:
- One to three years secretarial experience, preferably in public education or transportation environment
Special Knowledge/Skills:
- Proficient keyboarding, data entry, word processing, and file maintenance skills
- Knowledge of correct English usage, grammar, spelling, and punctuation
- Knowledge of basic bookkeeping principles
- Ability to use software to develop spreadsheets and databases
- 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; customer-focused mindset
Major Responsibilities and Duties:
Administrative Support
- Serve as the primary administrative assistant to the Director for Transportation Services, managing schedules, meetings, and correspondence.
- Prepare reports, memos, and other documentation as requested by the Director.
- Maintain accurate records, including student transportation data, employee files, and compliance documentation.
- Track and manage field trip costs, including mileage and driver hours, and ensure appropriate billing to schools or departments.
- Process field trip requests and coordinate transportation logistics with schools and drivers.
- Coordinate department calendars, including training sessions, inspections, and deadlines.
Communication and Customer Service
- Act as a liaison between the transportation department, schools, parents, and other stakeholders.
- Respond to inquiries, complaints, and requests for information professionally and efficiently.
- Communicate route changes, delays, and updates to schools and parents as needed.
- Handle incoming calls, emails, and other communications, directing them to the appropriate personnel or resolving issues independently when possible.
Operational Support
- Assist in routing and scheduling of buses by maintaining and updating student and route information in the transportation software system.
- Support dispatch operations by communicating with drivers and monitoring schedules during busy periods as needed.
- Monitor driver absences, substitute assignments, and timekeeping information as needed.
Recordkeeping and Reporting
- Maintain transportation department files, including maintenance logs, department inventory,driver certifications, and compliance records.
- Assist in preparing and submitting required state and federal transportation reports.
- Track and manage transportation-related expenses, including fuel, maintenance, and overtime costs.
Clerical Duties
- Order and maintain office supplies for the department.
- Process purchase orders, invoices, and reimbursement requests according to district guidelines.
- Manage incoming and outgoing mail for the department.
- Maintains confidentiality
- Performs other duties as assigned
Supervisory Responsibilities:
None
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment, including computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours; work must be performed on-site.
Mental Demands: Maintain emotional control under stress; work with frequent interruptions
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
Little Elm ISD does not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, disability, military status, genetic information, or on any other basis prohibited by law. Additionally, the District does not discriminate against an employee or applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminatory employment practice. Employment decisions will be made on the basis of each applicant's job qualifications, experience, and abilities.
El Distrito Escolar Independiente de Little Elm no discrimina a ningún empleado o candidato a empleo por razón de raza, color, religión, sexo, nacionalidad, edad, incapacidad, estatus militar, información genética o de cualquier otra razón prohibida por ley. Además, el distrito escolar no discrimina a ningún empleado o candidato a empleo que actúe oponiéndose a ese tipo de discriminaciones o que participe en la investigación de una queja relacionada co n alguna práctica discriminatoria en la contratación. La toma de decisiones respecto a una contratación se hará en función de las calificaciones, experiencia y habilidades del candidato.