Administrative Specialist

1 month ago

Cottage Grove, United States South Washington County Schools, ISD 833 Full time
POSITION: Administrative Specialist - Transportation
12 month - Class 6 - 8 hours per day
HOURS: 5:30 a.m. - 2:00 p.m. with hour unpaid lunch
LOCATION: Transportation
STARTING PAY: $20.36 per hour (Step 1)
ANTICIPATED START DATE: As soon as possible
AVAILABLE FOR APPLICATION: Open until filled

POSITION SUMMARY:
This position is responsible for performing payroll, accounts payable and receivable functions for the Transportation Department.

PRIMARY JOB FUNCTIONS:
General Office Functions
1. Assist students, staff, and parents, including: greet people entering the office; assist with directions, information, provide positive and friendly customer service in person and over the telephone. Remain cheerful, calm and professional in all situations
2. Provide clerical support, which may include: correspondence/flyer distribution/spreadsheets using Word and Excel, data entry, copying, Infinite Campus support, filing
3. Maintain confidentiality and data privacy for employees and students.
4. Treat students and staff with fairness and equity. Understands and supports students and staff with varying cultural, ethnic, sexual orientation, religious, and/or language backgrounds.
5. Other duties as assigned.

Department Specific Job Functions
1. Process payroll vouchers and make necessary changes for drivers and assistants
2. Verify employee pay amounts, hours of work and export data to the District Payroll department
3. Process and submit Personnel Action forms and Leave of Absence Request forms
4. Reconcile employee paid/unpaid Leave of Absence requests
5. Maintain and monitor new employee probationary period records
6. Ensure and maintain accurate payroll database information
7. Assist employees with email and Skyward access
8. Verify invoices and expense vouchers have appropriate departmental documentation and approvals
9. Assign designated budget codes to invoices and expense vouchers prior to processing them for payment
10.Oversee and process accounts receivables to ensure proper billing for transportation services provided
11. Ensure timely collection of overdue invoices/accounts receivable payments
12. Reconcile monthly departmental credit card statement
13. Process and invoice field trips
14. Collect and compile various mileage and cost information for state reporting purposes
15. Provide back-up assistance to the Dispatcher with awarding routes and assigning field trips

JOB SPECIFICATIONS (EDUCATION, LICENSE, EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):
Required:
1. High school diploma or equivalent.
2. Experience in transportation or related field using routing software (preferably TransFinder).
3. Call center or multi-line phone system experience.
4. Outstanding social, interpersonal, telephone, customer service and teaming skills.
5. Proven organizational skills with strong attention to detail and ability to multi-task.
6. Excellent written and verbal communication skills.
7. Ability to perform routine computer functions including the use of Microsoft Outlook, Word, Excel,
Infinite Campus.
8. Must be eligible to obtain and hold a CDL with school bus endorsement within 3 months of hire.
9. Prompt, regular and reliable attendance.
10.Communicates with students, parents, co-workers, supervisors and the community in a positive
and responsive way that is consistently welcoming and enhances effective work relationships.
11.Demonstrates an appreciation of diversity in all interactions and job functions.

Desired:
1. College Degree or a combination of education and relevant experience.

TESTING:
Current Office professional Employees must pass the qualifying tests prior to bidding. Successful external candidates or applicants from other bargaining groups must have a qualifying score in each of the following testing areas to be considered for the position: Microsoft Word, Microsoft Excel, Basic Office Skills and Following Written Instructions.

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