SY: Transportation Specialist

2 months ago

Santa Fe, United States Santa Fe Public Schools Full time
Position Type:
Transportation

Date Posted:
2/2/2024

Location:
Transportation Building
Title:
Specialist - Transportation Administrative

Work Unit:
Transportation

Reports To:
Transportation Director

Work Calendar:
12 Months

Pay Schedule:
Department Support - 12 Month

Overtime Status:
Exempt

Hours:
40 hours per week

Union Status:
NEA

Licensure:
N/A

Note: All positions with Santa Fe Public Schools require a post-offer/pre-employment background check. Some positions have additional requirements as established by federal or state rules and regulations.

General Function:
Performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities; budget administration and control over equipment, facilities, and inventory management, specialized record keeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates activity trip meetings, program functions, and/or special events. Schedules and dispatches buses to pick up and drop off students by utilizing the knowledge of routes, drivers, school times, and schedules. Responsible for scheduling and tracking bus departures and breakdowns. Tracks absences and assigns standby drivers to open routes. Prepares daily paperwork for reporting times, driver hours, and customer issues. May troubleshoot driver performance issues. Completes and tracks employee timecards for full time equivalent hours, supplemental pay, and activity trip pay.

Education/Training/Experience:
Minimum: Twenty-one years old. High School diploma or equivalent. Three years of secretarial/clerical experience in either a multiple departmental company or an organization with sufficient complexity that the position held included the above functions including bookkeeping, receptionist work, and data input.

Preferred: One or more years of experience in dispatching and/or transportation operations. Class B New Mexico CDL with "P" and "S" endorsements. Two years post high school training (college, university, and business school) plus five years of related experience or equivalent combination of directly related education and experience. Bilingual: English-Spanish.

Knowledge/Skills and Abilities:
Excellent communication and customer service skills. Perform multiple tasks during peak hours with a positive attitude. Ability to work as a contributing and positive member of a team. Good organizational skills with attention to details. Must be able to work a flexible schedule. Ability to interact with leaders inside and outside of the Department. Ability to create, compose, and edit written materials. Ability to communicate effectively, both orally and in writing. Established database management skills. Ability to record and transcribe meeting minutes. Ability to maintain calendars and schedule appointments. Knowledge of supplies, equipment, and/or services ordering and inventory control. Ability to lead and train staff and/or students. Knowledge of general accounting principles. Records maintenance skills. Receptionist skills. Ability to gather and analyze statistical data and generate reports. Excellent interpersonal skills to deal with phone calls both from inside and outside of the District. Ability to gather data, compile information, and prepare reports. Ability to analyze and solve problems. Demonstrated word processing/data entry and adding machine skills. Ability to make good administrative/procedural decisions and judgments. Organizing and coordinating skills. Dependent upon specific assignment, may be required to be familiar with related regulatory guidelines. Advanced computer literacy, including the ability to use Microsoft Office and Google suites, bookkeeping, accounting, and payroll software. Ability to schedule and estimate trip costs. Ability to exercise good judgment to assign drivers for activity trips. Excellent grammar, spelling, and punctuation and general writing skills. Excellent organizational and prioritization skills. Ability to work independently.

Essential Job Functions:
Performs all functions in accordance with established policies, procedures, safety and environmental regulations, facility and computer security policies and procedures. Functions are subject to change from time to time to meet the needs of the organization. Current essential responsibilities include, but are not limited to the following:
  1. Assists in a range of diverse administrative activities for the Transportation Director, Assistant Transportation Director and Transportation Specialist. Assists with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the Department.
  2. Collects and processes all payroll data.
  3. Establishes FTE hours and layover time calculations for route sheets, drivers, and assistants.
  4. Assists administration with the execution of stated goals and objectives.
  5. Schedules and coordinates meeting, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
  6. Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting in accordance with pre-established procedures.
  7. Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of written inquiries.
  8. Requisitions supplies, printing, maintenance, parts, and other services.
  9. Maintains accountability of all purchase orders, and invoices. Generates and audits monthly activity trip expenditure report. Sends report to each school/department with invoices.
  10. Conducts weekly meetings with activity drivers for trip selection and route drivers for remaining trips.
  11. Researches information, compiles statistics, gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries by selecting relevant data from a variety of sources. May provide analysis of data.
  12. Performs a range of staff and/or operational support activities for the department.
  13. Assists other departments and operating units in the resolution of day-to-day and operational problems.
  14. Assists with dispatching and answering phones. Ensures routes coverage for any open routes and employee call-ins as needed.
  15. Performs basic information gathering and analysis and/or forecasting in accordance with pre-established procedures. Reviews transportation requests for correctness and file. Inputs requests into District's data system. Coordinates extra trips with various personnel district staff, drivers, and all stakeholders.
  16. May drive bus routes.
  17. Other related duties as assigned.

Salary Range and Benefits:
$31,740 to $36,000+ Medical, dental, and vision benefits are available to full and part-time employees that work a minimum of 20 hours per week.

Resources Used in Performing Job Include (but are not limited to):
Standard office equipment and software platforms such as Microsoft Office (Word, Excel, PowerPoint) and the Google Suite. May drive a school bus if licensed appropriately.

Physical/Cognitive Requirements:
Regularly required to stand and move throughout a room and/or facility. Communicates verbally and electronically. Uses hands to handle or feel objects, tools, or controls and reach with hands and arms. Frequently required to stoop, kneel, crouch, and/or crawl. Occasionally required to sit, climb, balance, and drive. May have occasion to perform heavy lifting up to 40 pounds. Specific vision abilities required include close vision, distance vision, color vision, and the ability to adjust focus. Must possess and maintain a valid driver's license and private automobile. Some evening or weekend work and travel may be required.

Environmental Conditions:
The majority of work is performed in an office setting with exposure to Visual/Video Display Terminal (VDT) and extensive personal computer and phone usage. Occasional work in and around buses and an automotive shop environment with equipment. Some sitting, standing, bending and reaching may be required. Some occasional travel is required for meetings.

Personal Accountability:
  1. Demonstrates reliability as evidenced by attendance records and punctuality.
  2. Properly notifies supervisor and/or designee of absences or tardiness.
  3. Begins and completes work within the allotted time.
  4. Consistently appears in attire appropriate to the work environment.
  5. Demonstrates skill in the use of equipment including its capabilities, limitations and appropriate/ special application.
  6. Protects the district's resources through appropriate and careful use of supplies and equipment.
  7. Utilizes appropriate body mechanics to aid in the prevention of muscle strain/injury.

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