Secretary, Transportation

Employment Term (days): 226

Pay Scale: Paraprofessional/ Clerical Pay Grade 5

Primary Purpose:

To provide Clerical Support and Manage Office Activities for the Efficient Operation of the Transportation Department.

Qualification Guidelines:

Education/Certifications:

High School diploma or Equivalent

Fifteen hours of college courses in business related subjects; or at least one-year work-related experience

Experience:

Ability to type 40 words per minute with reasonable accuracy

Operate general office equipment

Special Knowledge/Skills/Abilities:

Comprehensive knowledge of basic to intermediate computer operations including typical software programs such as Microsoft Word®, Microsoft Excel®, Outlook Express®, Internet Explorer®, etc.

Supervisory Responsibilities:

Oversee transportation clerk

Mental/Physical/Environmental Demands:

Tools/Equipment Used: Calculator, typewriter, computer, printers, and related equipment, electronic time clock, facsimile machine, digital copy machine, calculator usage

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions, frequent keyboarding, and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; frequent districtwide and statewide travel; Frequent necessity to work after hours and/or weekends to process payroll reports for timely recording of regular work hours plus Friday and Saturday trips

Mental Demands: Work with frequent interruptions; maintain emotional control under stress; communicate effectively and professionally at all times; multi-tasking concentration; conditions seldom require exposure to outdoor elements; most work is within climate-controlled, indoor conditions

Major Responsibilities and Duties:

General Office

1. Perform routine secretarial tasks.

2. Develop a general working knowledge of the routing characteristics of the district in order to provide telephone and personal assistance to the patrons.

3. Type letters, memos, administrative forms, and related documents.

4. Maintain an organized office filing system.

5. Receive, assist, and/or route telephone calls.

6. Receive and redistribute office mail.

7. Maintain appointment schedule for director and arrange meetings as requested.

8. Greet office visitors and provide appropriate assistance.

9. Maintain adequate inventory of office supplies; place orders when necessary.

10. Count and record sundry fund monies from vending machines.

11. Keep records and prepare reports for all petty cash and sundry accounts.

Transportation Records

12. Assist in preparation of bus route directory and descriptions and keep updated.

13. Participate in the preparation of reports to the Texas Education Agency (TEA) and file by required deadlines.

14. Participate in the preparation and filing of accident reports and Workers' Compensation forms.

15. Prepare and file purchase orders, work orders, and building inventory forms.

16. Monitor student ridership report for TEA reporting purposes.

Personnel & Payroll

17. Tabulate timecards for all Transportation Department employees, including overtime.

18. Prepare and check all payroll and leave reporting forms for all transportation department employees.

19. Compute trip cards for employee pay as well as for billing of sponsoring group.

20. Prepare and maintain employee attendance records for incentive pay.

21. Prepare and submit bi-weekly and monthly payroll.

22. Distribute payroll checks.

23. Prepare statements of travel expenses for extracurricular and staff development trips. 24. Maintain all records for state audits as well as assist auditors upon official visit.

Other

25. Perform other duties as assigned