Secretary - Director of Transportation

3 weeks ago

Carrollton, United States Carrollton-Farmers Branch ISD Full time
Position Type:
Secretarial and Clerical/Secretary - Transportation

Date Posted:
12/10/2024

Location:
TBD Location Job Title: Secretary - Director of Transportation Wage/Hour Status: Non-Exempt

Reports to: Director of Transportation Pay Grade: AS 6

Dept./School: Transportation Date Revised: Dec 09, 2024

PRIMARY PURPOSE:
Organize and conduct all routine work activities of the transportation department, including, but not limited to clerical services to the Director of Transportation. Assist mechanic shop and Foreman in obtaining parts and external services. Streamline, cost efficient, and effective processes for productive office and fleet maintenance operations by managing accounts payable and record keeping.

QUALIFICATIONS:
Education/Certification
  • High School Diploma or GED

Special Knowledge/Skills:
  • Ability to type with accuracy a minimum of 50 words per minute
  • Strong computer skills; knowledge of Excel spreadsheets and Word documents
  • Organizational skills as needed for filing,
  • Must be able to organize, prioritize and multitask.
  • Exceptional professional communication, public relations and interpersonal skills
  • Ability to communicate effectively in speaking, reading and writing

Preferred Experience:
  • 3 years clerical experience in a school district or campus setting
  • CDL w/ P and S endorsements
  • School Bus Certification
  • DOT Medical Card

MAJOR RESPONSIBILITIES AND DUTIES:
  1. Prepare correspondence, memorandums, forms, requisitions, and reports for the director and other transportation department staff.
  2. Receive and process work orders.
  3. Compile maintain, and file all reports, records, and other documents as required including bus incident reports, trip forms, and student records.
  4. Locate and requisition all parts, materials, and supplies needed for vehicle repair and maintenance.
  5. Assist in recruitment efforts by scheduling medical exams & drug testing
  6. Order fuel and maintain inventory at established levels by initiating purchase orders to replace as needed.
  7. Research and suggest value added initiatives like equipment and technology upgrades to improve the department
  8. Set up and maintain secure files on all department employees in accordance with state, federal, and district requirements. Coordinate file maintenance schedules with central office.
  9. Welcome all visitors and handle requests or refer them to appropriate personnel.
  10. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.
  11. Maintain a calendar of department activities and staff schedules
  12. Make meeting arrangements including arranging and setting up facilities and equipment and preparing materials.
  13. Maintain confidentiality of information.
  14. Periodically contacts local school campuses to ensure good relations and efficient service.
  15. Uses time wisely for a productive workday.
  16. Perform routine bookkeeping tasks and maintain department budget records in an accurate manner including calculating trip tickets and billing appropriate department or campus for payment.
  17. Order office supplies for department.
  18. Prepare purchase orders and payment authorizations as directed.
  19. Answer incoming calls, take messages, and route them to appropriate staff.
  20. Handle questions and requests that fall within level of responsibility
  21. Conduct regular parts and fuel usage inventories and identify and resolve any deficiencies
  22. Maintain white fleet and bus inventory lists
  23. Support Clerk with license registration (Tags) as necessary
  24. Verify accuracy of shipments and record any discrepancies or damage. Detect and resolve problems with incorrect orders, invoices, and shipments.

Supervisory Responsibilities: None
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including computer and peripherals; two-way radio; Navigation Software; school bus; safety equipment including but not limited to flares, reflective signs, and fire extinguisher;
Posture: Prolonged sitting; frequent standing and twisting; occasional kneeling/squatting, bending, stooping, and pushing/pulling
Motion: Repetitive hand motions; frequent keyboarding and use of mouse; prolonged driving; moderate walking, climbing stairs, grasping/squeezing, wrist flexion/extension, and reaching
Lifting: Limited light lifting and carrying (less than 15 pounds) on a daily basis
Environment: Frequent exposure to extreme hot and cold temperatures, noise, and vehicle fumes; work early shift; may work irregular and prolonged hours
Mental Demands: Maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Approved by: Donal Cox Date: December 9, 2024

Reviewed by: Jerry Martinez Date: December 9, 2024

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