Secretary II - Mechanic Shop Secretary @ Transportation Department

TERMS OF EMPLOYMENT

Classified Salary Range

Benefits Available

SECRETARY II

Mechanic Shop Secretary

8.00 hours per day/215 work days per year

Shift time is subject to building needs.

POSITION OVERVIEW

The Transportation Mechanic Shop Secretary serves as the primary administrative support professional for the Transportation Department''s fleet maintenance and vehicle repair operations. This position is responsible for coordinating administrative functions that support the safe, efficient, and reliable operation of the District''s transportation fleet. The position provides critical support to transportation leadership, mechanics, bus drivers, vendors, and other District departments by maintaining accurate records, processing financial transactions, coordinating communications, and ensuring compliance with District, state, and federal requirements related to vehicle maintenance.

As an integral member of the Transportation Department, the Mechanic Shop Secretary contributes to the District''s mission by helping ensure that school buses and support vehicles are maintained, repaired, documented, and available to safely transport students each day. The position requires exceptional organizational skills, attention to detail, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced environment.

QUALIFICATIONS

• High school diploma or GED equivalent required.
• Minimum of three (3) years of increasingly responsible administrative or secretarial experience.
• Demonstrated proficiency using a variety of computer applications including Google Workspace, Microsoft Office Suite, Skyward, routing software, fleet management software, and other database systems.
• Experience maintaining financial records, processing accounts payable and receivable, purchase orders, inventory, and budget tracking.
• School district bookkeeping or governmental accounting experience preferred.
• Ability to independently organize work, establish priorities, and manage multiple assignments while meeting deadlines with a high degree of accuracy.
• Strong analytical, organizational, and problem-solving skills.
• Ability to maintain strict confidentiality regarding personnel, student, financial, and operational information.
• Excellent written, verbal, and interpersonal communication skills with the ability to interact professionally and courteously with employees, parents, students, vendors, contractors, and the public.
• Demonstrated commitment to exceptional customer service.
• Ability to work effectively as a collaborative member of a team while exercising sound independent judgment.
• Ability to learn and interpret District policies, procedures, state regulations, and transportation requirements.
• Ability to follow safe work practices and established procedures.
• Ability to work flexible hours, including overtime when necessary to support departmental operations.
• Possess or obtain within six (6) months of hire a Commercial Driver''s License (CDL) Class B with passenger, school bus, and air brake endorsements.
• Possess or obtain within six (6) months of hire a Washington State School Bus Driver Authorization.
• Previous school district experience preferred.
• Bilingual skills are preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of bookkeeping principles and financial recordkeeping.
• Knowledge of inventory management principles.
• Working knowledge of fleet maintenance terminology and vehicle maintenance records, or the ability to quickly acquire such knowledge.
• Ability to interpret policies, procedures, manuals, and technical information.
• Ability to maintain accurate records with exceptional attention to detail.
• Ability to prioritize multiple assignments while managing interruptions in a fast-paced environment.
• Ability to establish and maintain effective working relationships with employees, supervisors, vendors, parents, students, and the public.
• Ability to communicate effectively both orally and in writing.
• Ability to operate standard office equipment and specialized transportation software.
• Ability to maintain confidentiality and exercise sound professional judgment.

ESSENTIAL JOB FUNCTIONS

Administrative Support

• Serve as the primary administrative support for the Transportation Department''s vehicle maintenance and repair operations.
• Receive, screen, and route telephone calls, emails, radio communications, and visitors while providing accurate information and exceptional customer service.
• Prepare, compose, edit, proofread, and distribute correspondence, reports, meeting materials, memoranda, forms, spreadsheets, and other documents.
• Maintain department calendars, schedules, files, and administrative records.
• Coordinate meetings, appointments, and communications for transportation management and maintenance staff.
• Assist with preparing reports and documentation requested by District administration, auditors, regulatory agencies, and state officials.

Fleet Maintenance Records

• Maintain comprehensive maintenance records for the District''s transportation fleet in accordance with District procedures and state and federal requirements.
• Process, organize, and maintain vehicle inspection reports, preventative maintenance records, repair orders, warranty information, service histories, and other required documentation.
• Monitor maintenance schedules and assist in tracking preventative maintenance intervals and required inspections.
• Ensure fleet management databases remain current, complete, and accurate.

Financial and Budget Responsibilities

• Process purchase requisitions, purchase orders, invoices, receipts, and payments for transportation operations and fleet maintenance.
• Assign appropriate budget codes and verify expenditures for accuracy and compliance with District purchasing procedures.
• Maintain accounts payable and accounts receivable records related to transportation operations.
• Assist with monitoring department budgets and preparing expenditure reports.
• Reconcile invoices, vendor statements, fuel usage records, and inventory documentation.
• Maintain financial records in accordance with District accounting procedures.

Inventory and Parts Management

• Assist with maintaining an accurate inventory of vehicle parts, supplies, fluids, tires, tools, and maintenance materials.
• Coordinate ordering of parts and supplies with vendors.
• Track parts usage, inventory levels, warranties, and purchase history.
• Maintain accurate inventory records within the fleet management system.
• Data Management
• Enter, update, verify, and maintain accurate information within multiple computer systems, databases, and spreadsheets.
• Generate reports related to fleet maintenance, fuel consumption, inventory, expenditures, vehicle utilization, inspections, and regulatory compliance.
• Review records for completeness and accuracy and resolve discrepancies as appropriate.

Customer Service and Communication

• Serve as a communication liaison between mechanics, transportation leadership, drivers, vendors, contractors, schools, District departments, and members of the public.
• Respond to routine requests for information and direct more complex issues to the appropriate personnel.
• Maintain professional working relationships while exercising tact, diplomacy, and sound judgment.

Transportation Support

• Operate a school bus when necessary to support departmental operations, including transporting buses for maintenance, inspections, testing, or emergency route coverage.
• Assist during emergency situations, inclement weather events, or operational disruptions as assigned.
• Support department operations during periods of increased workload or staffing shortages.

General Responsibilities

• Meet established timelines and departmental deadlines.
• Exercise independent judgment while carrying out assigned responsibilities with minimal supervision.
• Maintain regular, reliable attendance.
• Follow District policies, safety regulations, and applicable federal and state laws governing school transportation.
• Participate in required training and professional development.
• Perform other duties consistent with the scope and responsibilities of the position as assigned.

TESTING REQUIREMENTS

• First aid card may be required for specific positions
• Ability to successfully complete the typing assessment with a score in the upper Moderately Effective to Highly Effective range. Current in-district employees with five (5) or more years of experience in the Moses Lake School District may have the typing test waived at the discretion of the principal/director.
• The hiring manager may choose to administer a position-specific assessment to help inform the selection process.

The Moses Lake School District #161 does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, honorably discharged 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 Boys Scouts and other designated youth groups. Inquiries regarding compliance and/or grievance procedures may be directed to the school district's Title IX, Civil Rights, Affirmative Action, and Equal Opportunity officer, Michelle Musso, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766-2650, mmusso@mlsd161.org; OR Section 504/ADA Coordinator, Samantha Burgess, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766- 2670, sburgess@mlsd161.org.