Secretary - Transportation

POSITION:
Secretary - Transportation

12 month - Class 4 - 8 hours per day

HOURS:
8:45 a.m. - 5:15 p.m. with hour unpaid lunch

LOCATION:
Transportation Office

STARTING PAY:
$18.29 per hour (Step 1)

ANTICIPATED START DATE:
ASAP

AVAILABLE FOR APPLICATION
: Open until filled

POSITION SUMMARY:

The primary responsibility of this position is to receive phone calls and visitors and appropriately direct the person(s) and/or properly respond to the issue with a high level of customer service. Provide general office support to the department including processing invoices, assisting with payroll and additional office paperwork. Perform dispatching duties in the afternoon and in the absence of Dispatcher.

PRIMARY JOB FUNCTIONS:

General Office Functions may include:

1. Customer Service

• Greet people entering the office in a prompt and professional manner
• Inform personnel in controlled access areas of visitor/customer need
• Assist with directions and information
• Provide positive, approachable, and friendly image in person and over the phone
• Remain cheerful, calm, and professional in all situations.

1. Maintain confidentiality and data privacy for employees and students.
2. 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.
3. Other duties as assigned.

Department Specific Functions

1. Provide first point of contact for all customer service areas. Answer high volume, multi-line phone system and monitor/distribute departmental emails.
2. Assist drivers, assistants, substitutes and others with general transportation information and provides copies of maps and routes as needed.
3. Act as lead radio operator responsible for maintaining constant radio communication with drivers throughout the afternoon and in the absence of Dispatcher.
4. Coordinate vehicle/equipment needs with Mechanical Shop in the absence of dispatcher.
5. Provide directions and assistance to standby drivers in the execution of their duties during the afternoon routes.
6. Perform or assist in employee check in process.
7. Assist employees as needed with ERMA (Employee Access) and email access.
8. Assist with various payroll functions, including preparing vendor invoices for payment and reconciling statements.
9. Receive, sort and distribute U.S. and district mail.
10. Assemble the Transportation Services Newsletter and update/maintain other departmental and district communications as directed.
11. Record, compose and distribute meeting minutes as requested.
12. Maintain supply of commonly used district or department forms and distribute to employees as needed.
13. Process Student Bus Discipline Reports completed by Drivers.
14. Process Stop Arm Violations according to designated processes and procedures.
15. Maintain up-to-date employee addresses, phone numbers and emergency contact information for all transportation staff.
16. Order all office supplies when required.
17. Support departmental staff in Back to School efforts.
18. Other duties as needed.

JOB SPECIFICATIONS (EDUCATION, LICENSE, EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):

Required:

1. High school diploma or equivalent for all new hires after July 1, 2006.
2. Skills assessment in accordance with established OPEIU testing process.
3. Actively participates in district-sponsored training when offered.
4. Excellent customer service skills in person and on the phone.
5. Proven organizational skills with strong attention to detail.
6. General clerical skills that include working knowledge of Excel, Word, Infinite Campus, Outlook.
7. Must be eligible to obtain and hold a CDL with school bus endorsement within 3 months of hire.
8. Prompt, regular and reliable attendance.
9. 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.
10. Demonstrates an appreciation of diversity in all interactions and job functions.

Desired:

1. Switchboard and/or multi-line phone system experience.
2. Account Payable/Receivable and payroll/bookkeeping experience.
3. Experience in Transportation Industry.

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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