Facilities & Transportation Administrative Assistant II

Position Title: Facilities & Transportation Administrative Assistant II

Department: Facilities & Transportation

Reports to: Facilities & Operations Director and Transportation Director

Classification: Classified Full-time Non-exempt/Hourly

Contract Period: 12 Month (233 days with some variance depending on the year)

Aspen School District SY 2023-24 Salary Schedules

ASD offers district funded employee and dependent health benefits including medical, vision, dental, and life insurance to benefit eligible employees. Other benefits include (as eligible): paid leave, CO PERA (pension plan) enrollment with district contribution, TSA options, free transportation for employees from Carbondale to Aspen, employee assistance program, wellness program, and supplemental insurance (ie cancer, disability, etc).

Position Summary

The Administrative Assistant supports the Facilities Department and Transportation Department through the coordination of and participation in a variety of activities that streamline operations and maximize productivity. This position works closely with the entire Facilities team to maintain a safe, efficient, and well-organized environment. Responsibilities include processing invoices, purchasing, inventory control, staff training support, translating, event request management, work orders, route change requests, student bus passes, fee allocations, small vehicle trip management and data input, vehicle log data input, supplies ordering and stocking, and transportation event requests. Primarily responsible for assisting in the daily and ongoing routine, activities, and maintenance scheduling of the Aspen School District's fleet. Reporting to the Director of Transportation and Facilities. This position supports and represents the Transportation and Facilities Operations; and serves Students, Colleagues, and Guests including handling complaints and responding to any emergency conditions.

Position Responsibilities

• Transportation Department Administrative Assistant II Responsibilities:

• Responsible for the work and Routing and Activity software (Traversa) monitoring, reviewing, and following up with the bus change requests and outgoing trips and vehicle scheduling.

• Serve the needs of the Transportation, purchasing, invoice processing, electronically filing invoices, and being the primary contact person when the Transportation Director is not accessible during the day.

• Responsible for monitoring morning and some afternoon radio transmissions to support drivers on the road and be the communication link between parents, the schools, and the drivers.

• Create student ID Bus Passes and add them to the appropriate bus depending on their needs

• Maintain building key inventory and documentation (electronic and paper)

• Track and manage submitted trip reports for activities and follow up with drivers with missing reports.

• Responsible for inventory control to provide the Transportation Director with the list of needed items for ordering. Support the mechanics with parts ordering and scheduling of outside repair work for vehicles.

• Interacts in a professional manner when dealing with building staff, students, clients, guests, supervisors, and coworkers. Provides directions and other general assistance to Guests and Staff.

• Perform monthly inspections of life safety devices and assets.

• Responds to inquiries from a variety of internal and external parties to provide information.

• Support all operations including parking enforcement, shipping and receiving, vehicle cleaning, and route driving as needed.

• Assist the Director of Transportation and other duties as assigned.

• Facilities Department Administrative Assistant II Responsibilities:

• Responsible for Event Request approvals, creating work orders for Facilities Managers

• Translating emails and sending them out to the entire facilities department in both English and Spanish, last-minute translation requests for confidential meetings and staff training

• Submit monthly stipends for facility managers, technicians, and housing technicians, as requested

• Keep documentation of stipends submitted

• Create keycards for incoming staff members, summer camps, contractors, Handicapped Students, Sheriff's Office, and Board Members, as well as terminate keycards as requested by HR or Administrators

• Work closely with the Technology Support Specialist to create keycard schedules as needed

• Keep documentation of all keycards created or terminated

• Order Keycard supplies (clear ID badge holders, ASD Lanyards, printer ink)

• Work with facility managers to create monthly Facilities Employee Spotlight templates that will be shown in ASD Newspaper

• Book meeting room for team meetings

• Assist the Director of Facilities and other duties as assigned.

Required Knowledge, Skills, and Abilities

• Knowledge of:

• Basic office equipment operation, including, but not limited to, computers, copiers, printers, phones and radios and other devices

• Basic computer software functions

• Ability to:

• Make decisions in accordance with rules, regulations, and procedures

• Utilize computerized software

• Strong organizational skills and attention to detail

• Collaborate with team members and leadership skills that support program objectives

• Manage oneself (is organized, prepared, and punctual; manages resources; meets deadlines; follows through on commitments; demonstrates appropriate physical appearance relative to job and environmental expectations) in a manner that enhances the image of public education

• Consistently act in ways that directly support missions (school, Aspen School District, CDE)

• Learn new information

• Use effective verbal communication and listening skills

• Develop and maintain effective relationships with children and adults contacted in the course of work by using courtesy, diplomacy, collaboration, cooperation, support, and professional conduct

• Formulate goals that reflect the organization's strategic theme and include specific, measurable outcomes instead of just completing activities

• Actively contribute to the goals and success of all teams and team members through collaboration, cooperation, and flexibility (give and take) in team discussions, activities, and decision-making

• Maintain ethics, legal responsibility, and confidentiality

• Handle disagreements and conflicts in a diplomatic manner that does not result in decreased effectiveness over time

• Effectively give and receive constructive feedback

• Stay current on professional knowledge and technical skills through training opportunities and participation in relevant professional committees and organizations

• Demonstrate objective and measurable achievement of individual goals

• Develops new goals when current goals have been achieved

• Communicate job-related problems and difficulties to immediate supervisor

• Understand and follow oral and written instructions

• Establish and maintain effective working relations with shop personnel and supervisors

• Perform tasks in an organized manner and with attention to detail.

Minimum Qualifications

• High School Diploma or GED.

• Minimum of 1 year experience in an administrative support role.

Preferred Qualifications

• Experience and training in an administrative support role for transportation operations.

• Current First Aid and CPR certification

• Clean driving record

• Spanish bilingual

Work Environment

• Office environment; exposure to computer screens

• Primary functions may require maintaining physical condition necessary for sitting for prolonged periods of time; use of a computer keyboard; lifting of files and tests.

Essential Physical Requirements

• Physical: Reaching, walking, standing, sitting, typing, talking, crouching, kneeling, seeing and hearing

Acknowledgment

The successful candidate will be required to follow any instructions and to perform any other related duties as assigned by the Director. The Aspen School District reserves the right to update, revise, or change the job description and related duties at any time.