Secretary 2 - 260 Days - Transportation

STATUS: 260-Day Employee FLSA STATUS: Non-Exempt PAY CATEGORY:

Secretary 2 REPORTS TO: Director of Transportation POSITION SUMMARY: Provide support to the transportation department; performs complex and specialized secretarial and clerical functions.

ESSENTIAL FUNCTIONS: Schedule all requested field and sports trips for all schools in district Generate Google spreadsheet "Trip Calendar" to be shared with all schools / AD's to track dates, pick up times/end times, destinations, # of buses requested for all trips district wide Find both part and full time drivers to cover trips (conduct weekly driver trip bid) Generate trip cards for drivers to fill out for mileage and hours worked during trips Compute mileage and hours to be sent monthly to payroll for driver pay Formulate spreadsheet tracking bus miles, driver hours, pay to be used for yearly ASBR reports Maintain daily communication with coaches, AD's and secretaries on bus pick up times # of players going, how many teams can fit on bus, approximate end time of games. Produce cost estimates for teachers/schools for field trip charges Contact drivers of weather related sports cancellations / time changes in a timely manner Verify overnight hotel accommodations / venue directions, # of buses needed and times for drivers.

Manage / track district credit card use by driver. Submit food purchase receipts for drivers' reimbursement while on overnight trips. After field trips are completed, total trip miles, driver hours, compute charges and submit to school for payment, then enter on a spreadsheet to be tracked at CO.

Collect weekly fuel tank leak reports for both Fox / Antonia bus lots Submit annually consecutive 6 month fuel tank leak reports Fox / Antonia to district insurance company Maintain all radio communication between office and buses (missed bus stops, lost children, lost belongings on buses, directions for drivers concerning mechanical breakdown, traffic etc.) Order all office/business supplies, paper, supplies needed for buses, car seats. Order all printing supplies, bus write up cards, daily pre-trip pads from the printer. Generate all purchase orders for Transportation Dept. including tire purchases made by K&K from the tire manufacturer.

Track Driver Seniority List, date of hire, reason & date for leaving, date of SPED certification. Maintain current "Driver Bus # Phone # List", lot driven out of, part time / full time driver Answer phone calls, parent bus stop questions and pick up times, random citizen questions concerning bus regulations, driver behavior etc. Edit bus stops / add children in routing program VersaTrans Contact bus drivers about any information on a student (new, dropped, absent or special instructions from school or parent) Generate bus attendance reports, routes for drivers and schools in routing program Contact emergency personnel during bus accident, report to CO, and maintain radio communication between driver, office and emergency personnel Ability to become familiar with the area, roads, and school locations in the district in order to assist with routing and problem-solving as needed.

Perform other duties as assigned ESSENTIAL SKILLS AND ABILITIES: Ability to effectively communicate, verbally and in written form, with administrators, staff, and the community as needed. Ability to write and create reports and other business correspondence.

Ability to interface effectively with other departments, school personnel, staff, and business contacts from outside of the district. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Ability to accurately perform assigned tasks and meet deadlines. Ability to perform duties in full compliance with all state, federal, and district requirements and School Board Policies. Ability to promote harmonious working relationships with and among staff and outside representatives.

BASIC REQUIREMENTS: High School Diploma or equivalent. Additional related college and/or trade school preparation preferred.

One or more years of experience in office administration. Strong computer skills, proficiency in Microsoft and Google office are required. WORK ENVIRONMENT:

While performing the duties of this job, the employee is regularly required to sit, talk, and hear. The employee is frequently required to walk, go up and down stairs. The employee is occasionally required to stand and reach with hands and arms.

Specific vision abilities required by this job include close vision, color vision, and depth perception. Occasionally the employee will lift up to 30 lbs. such as to lift files and paper. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is moderate to loud. " />