Transportation Data Coordinator
Department: Transportation
Reports To: Director of Transportation
Supervises: None
Terms of Employment: 12-Month Position
FLSA Status: Exempt
Salary Schedule: Admin I
Starting Salary: Final salary placement will be determined based on the candidate's experience, qualifications, and district salary guidelines.
Job Summary
Position Purpose
The Transportation Data Coordinator is responsible for managing the financial, payroll, and data reporting functions of the
Transportation Department. This role ensures accurate and timely data entry into BSIP and related systems, maintains financial and payroll records, supports compliance with state and district requirements, and provides administrative and
reporting support to transportation leadership.
Nature & Scope
This position performs detailed financial, payroll, and data management duties under general supervision. The role requires strong attention to detail, accuracy, and the ability to manage multiple data systems and deadlines. The Transportation Data Coordinator serves as a key support role in ensuring compliance, accountability, and efficiency in transportation operations.
Essential Duties & Responsibilities
BSIP Data Entry & System Management
? Enter and maintain TD-18s, fuel usage, Preventative Maintenance (PM) records, and purchase orders in BSIP and related systems
? Ensure accuracy, completeness, and timeliness of all data entered into BSIP and State Vehicle Fleet Management System (SVFMS)
? Monitor and maintain daily system data, ensuring proper coding of labor, parts, and repairs
? Enter and manage TD-21 forms, Purchase Orders (POs), and related documentation in BSIP in a timely and accurate manner
? Support transportation staff by locating, issuing, and tracking parts and supplies as needed
? Maintain organized records for inventory, purchases, and departmental tracking purposes
? Generate and review system reports to verify accuracy of data entry and support operational decision-making
? Support and maintain BSIP and related data systems for transportation operations
Payroll Processing & Data Management
? Compile payroll data from multiple sources, including timesheets, field trips, leave forms, and dispatch logs
? Review, verify, and process employee timesheets to ensure accurate and timely payroll submission
? Track and report overtime for approval
? Support payroll operations by coordinating with the central payroll department
? Reconcile payroll data, including leave accruals and fuel time audits, to ensure accuracy
? Maintain confidentiality of all payroll and personnel information
? Collect and prepare timesheets and verify accuracy of reported hours
Financial Management & Recordkeeping
? Maintain accurate financial records related to transportation budgets, expenditures, and daily charges
? Process invoices, purchase orders, reimbursements, and travel-related expenses
? Track and reconcile labor and parts charges from work orders (TD-18)
? Maintain daily and monthly summaries of charges for reporting to NCDPI
? Assist in monitoring departmental budgets to support fiscal responsibility
? Maintain organized documentation for all financial and operational records
Inventory & Fuel Tracking
? Maintain inventory records for parts, materials, and fuel usage
? Receive, log, and track parts and supplies within SVFMS
? Monitor fuel system data, including meter readings and daily fuel usage reporting
? Maintain records required for the Annual Pupil Transportation Report (TD-1)
Compliance & Reporting
? Prepare and submit required state and district reports, including TD-19 and other regulatory documentation
? Ensure all data (payroll, maintenance, fuel, and inventory) meets state and federal reporting requirements
? Maintain documentation for audits and provide support during audit processes
? Ensure compliance with district policies, state regulations, and federal guidelines
Communication & Administrative Support
? Serve as liaison between the Transportation Department and Finance/Payroll departments
? Respond to staff inquiries regarding payroll, budgeting, and financial processes
? Provide training and support to transportation staff on BSIP and financial procedures
? Maintain school-level records, including pre- and post-trip inspection documentation
? Support daily administrative and operational functions of the Transportation Department
Required Qualifications
? High school diploma required; Associate's or Bachelor's degree in finance, accounting, business, or related field preferred
? Demonstrated proficiency in Microsoft Office applications, particularly Excel, Word, and data management systems; ability to learn and effectively utilize BSIP, SVFMS, and other district software systems
? Strong analytical skills and attention to detail
? Excellent organizational, communication, and time management skills
? Ability to maintain confidentiality and handle sensitive information
? Ability to establish and maintain effective working relationships with transportation staff, district departments, vendors, and state agencies
Preferred Qualifications
? Experience in payroll, accounting, budgeting, or financial data management preferred
? Experience working in a school district, transportation department, finance office, or governmental agency
? Experience with payroll processing and financial recordkeeping
? Knowledge of accounting principles, payroll processes, and purchasing procedures preferred
? Experience using BSIP, SVFMS, or similar enterprise data management systems
Knowledge, Skills, & Abilities
? Ability to manage multiple data systems and meet strict deadlines
? Strong problem-solving and data verification skills
? Ability to work independently and collaboratively across departments
? Ability to interpret and apply district, state, and federal regulations
? Strong recordkeeping and documentation skills
? Ability to adapt to changing priorities and operational needs
Additional Expectations
? Maintain high levels of accuracy and accountability in all financial and data processes
? Ensure timely submission of all payroll and reporting requirements
? Support transparency and efficiency in transportation operations
? Demonstrate professionalism and strong customer service in all interactions
? Performs additional duties and responsibilities as assigned by the supervisor to support departmental and organizational goals.
Working Conditions
? Work is performed primarily in an office environment
? Requires extended periods of sitting, with occasional standing and walking
? Occasional extended hours may be required during payroll cycles, reporting periods, or audits
? Frequent interaction with transportation staff, finance personnel, and district leadership
Evaluation
Performance will be evaluated in accordance with Board policy and administrative procedures.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by an employee
assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required.
The district reserves the right to modify, add, or remove duties as necessary.
revised 06/17/2026