Secretary To Assistant Director(s) of Transportation Job at Bethel School District
- Answer email from parents, staff and community members with questions about routes, bus stops and other related concerns. Assist with answering the dispatch radio, to contact drivers and school administrators with messages about students; assists with information about bus breakdowns and other emergencies; reassures distraught parents as needed. Takes information concerning complains; resolves and/or directs problems to appropriate administrator.
- Greet and assist visitors using building security system to allow guests and staff into Transportation Center. Determine visitor needs and direct them to the appropriate person. Maintain front desk functions and maintenance for the office as well as a comfortable and attractive reception area. Organized and prioritized workload to maintain a high quality of customer service. Maintain communication with transportation employees; troubleshoot problems and answer questions.
- Operate a multiple line telephone console to receive a multitude of incoming calls and messages for Transportation; answer and respond appropriately to requests, concerns and/or complaints; route callers to appropriate staff. Return messages as required/needed. Interact in person or on the phone with parents who may be distraught or angry.
- Serves as secretary to the Assistant director(s) of Transportation. Composes, formats and types correspondence, monthly reports and memoranda; duplicates and distributes materials. Attends meetings, copies and prepares material as needed. Compiles data for reports. Prepare, organizes and records data for reports.
- Maintain the department schedule by maintaining calendars of the administrative team, arranging meetings, conferences, travel, etc. Schedule meetings, type agenda and meeting reminders, take minutes, type and distribute minutes.
- Receives leave slips; compiles information and forwards to payroll office; maintains student health concerns and provides information to drivers. Maintains kindergarten forms and ensures accurate date entry to system. Data input of all employee emergency contact forms, employee address and telephone changes into database.
- Respond to questions concerning professional development, My Bethel, check history, benefits matters, W-4’s, Labor and Industry claims, Family Medical Leave Act, bus stop violations, sick leave, personal leave days, reimbursements; assist employees in filling out appropriate forms.
- Schedule building usage, activities and events, training classes, and more for the transportation building for the purpose of ensuring appropriate use of the building during select times.
- Provide support for the hiring process, including working with administrators, coordination of applicant testing, pre-employment physicals, interview scheduling and reference checks. Take new employee pictures.
- Set drivers up for successful viewing of their bus video; help with logging them on, set up video, answering questions, plus more. Maintain video and pull dates, reformat discs as needed.
- Responsible for maintenance of office equipment and supplies. Troubleshoot minor malfunctions. Determine correct source for equipment repair needs; e.g. district maintenance, or private service company.
- Assist in the decision process for the assistant director(s) by providing knowledge and opinions regarding existing and proposed activities of the department.
- Knowledge of various computer programs to include Microsoft Office Suite. Knowledge of general office machines such as fax, copier/scanner, printer, and calculator; troubleshoots office equipment. The ability to quickly learn new programs associated exclusively to transportation.
- Schedule meetings, type agenda and meeting reminders, take minutes, type and distribute minutes.
- May serve on various district committees and/or departmental work teams. Model appropriate and cooperative behavior, including protecting confidential information, consistent with district ethical guidelines.
- Perform related duties consistent with the scope and intent of the position.
JobID: 9864
Position Type:
Classified/Secretarial/Clerical/Health
Classified/Secretarial/Clerical/Health
Date Posted:
3/23/2023
3/23/2023
Location:
TRANSPORTATION
TRANSPORTATION
Closing Date:
03/29/2023
THIS POSITION IS FOR 8 HOURS PER DAY AT 200 DAYS PER YEAR.
03/29/2023
PAY FOR POSITION: PSE SALARY SCHEDULE LEVEL 10 - $27.85
The current shift is 8:30 AM - 5:00 PM
GENERAL SUMMARY
This position serves as secretary to the Assistant Director(s) of Transportation. Responsibilities include answering the telephone, referring emergencies, maintaining driver logs, student health concerns, kindergarten authorization forms, employee files, work orders, inventory, record keeping, building usage requests, ordering and distributing supplies, providing a variety of secretarial services and referring emergencies to appropriate personnel. Liaison between director and assistant directors, staff, parents, and community.
ESSENTIAL FUNCTIONS
Depending upon the individual assignment, the Secretary to Assistant Director(s) of Transportation may perform all or a combination of the following:
REPORTING RELATIONSHIPS
Reports to the Assistant Director(s) of Transportation.
MENTAL DEMANDS
Experience frequent interruptions; may occasionally deal with distraught or difficult individuals; requires concentration and attention to detail.
PHYSICAL DEMANDS
Experiences frequent interruptions and repetitive tasks; required to sit for prolonged periods; exposed to visual display terminal for prolonged periods; dexterity and precision required in the operation of a computer.
MINIMUM QUALIFICATIONS
Education and Experience
Education, training, skills, and experience necessary to carry out the assignment, including three (3) years of office experience involving records maintenance; customer service in the transportation arena; payroll/time-off software; bus routing & district planning software; and GPS tracking system software.
Allowable Substitutions
Advanced training in business or secretarial procedures may substitute for up to two (2) years of the required experience on a year-for-year basis; and such other alternatives to the above qualifications that the district may find appropriate and acceptable.
Required Knowledge, Skills and Abilities
Ability to read, write, speak and communicate effectively. Knowledge of general secretarial procedures. High-level keyboarding and data entry skills. Skill in operating general office machines. Skill in telephone answering and customer service. Ability to operate a computer and to learn the operation of specific software programs, including word processing work order management programs. Skill in correct grammar, spelling and English usage. Skill in arithmetic calculations. Ability to format and compose correspondence. Ability to set up and maintain an accurate filing system. Ability to attend to detail and to follow tasks through to completion. Ability to maintain confidentiality of information as appropriate. Ability to organize and set priorities for work. Ability to read maps and understand routes. Ability to maintain accurate employee and accounting records. Ability to establish and maintain effective working relationships with students, parents, staff and the general public.
Licenses/Special Requirements
Requires fingerprinting and background check to determine that there have been no convictions involving physical molestation, abuse, injury or neglect of a minor. Must complete training in and adhere to district infection control plan.
PSE UNIT AFFILIATION
Secretarial/Clerical
CONDITIONS
This job description is not an employment agreement or contract. District administration has the exclusive right to alter this job description giving consideration to the bargaining agreement. The statements contained herein reflect general details as necessary to describe the primary functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individual may perform other duties as assigned.
WAGES AND BENEFITS
Click here to access details on the following:
Salaries/Wages
Insurance
Retirement Plans
Paid Time Off or Vacation
Paid Holidays
Other Compensation
Non-Discrimination Policy
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