Administrative Assistant to Transportation and Facilities

• Position Type:
    Secretarial/Clerical/District Courier/Confidential Administrative Assistant
  
  
• Date Posted:
    12/9/2025
  
  
• Location:
    Administrative Office
  
  
• Closing Date:
    12/15/2025
  
    

Position Guide and Job Description

Administrative Assistant to Transportation & Facilities

Confidential – 8.0 hours per day - 249 days

Overview

The Administrative Assistant to Transportation & Facilities supports district operations by coordinating daily transportation needs, managing facilities work orders, and serving as a key communication point for parents, staff, and our transportation subcontractor. This role ensures all transportation and facility tasks are completed accurately, on time, and aligned with district standards.

Requirements for the Position

· Secondary school diploma required; Associate degree or relevant experience preferred

· Experience in a school district setting, particularly in facilities or transportation support, preferred

· Knowledge of transportation operations and/or experience coordinating with transportation vendors

· Working knowledge of procurement processes, purchase order systems, and inventory management

· Proficiency with SIS systems, Microsoft Office Suite, and Google Environment

· Strong organizational, interpersonal, and communication skills (both verbal and written)

· Ability to problem-solve and collaborate with district staff, contracted service providers, and families

· Demonstrated ability to maintain confidentiality in all aspects of the position

· Credentials must comply with all federal and state laws and regulations applicable to this role

Major Responsibilities

· Serve as the primary administrative support for the Director of Facilities

· Receive, review, and prioritize work orders submitted through the district's work order management system

· Coordinate purchase orders, requisitions, vendor communications, and related facility-support tasks

· Maintain facility-related reports, schedules, and documentation as assigned

· Serve as the district's liaison with the outsourced student transportation provider

· Facilitate communication between the transportation company, district administrators, school staff, and families

· Support daily and ongoing transportation needs such as routing questions, family inquiries, and operational troubleshooting

· Track and document transportation issues, resolutions, and communication logs

· Assist with building access requests and facility scheduling as assigned

· Maintain strict confidentiality in all aspects of Facilities and Transportation

· Perform other duties as assigned by the Superintendent, Assistant to the Superintendent, Director of Facilities, and/or CFO

Duties and Responsibilities

Transportation

· Act as the district's first point of contact for non-emergency transportation questions from families and school staff

· Communicate service concerns, updates, and daily issues to the contracted transportation provider

· Document transportation-related inquiries and coordinate resolutions in collaboration with the provider

· Assist with verification of ridership data, route updates, and changes reported by buildings or families

· Coordinate distribution and communication of transportation updates for the school community

· Maintain transportation records, reports, and documentation as required

· Support the administration with data collection related to transportation performance or contractual oversight

Facilities

· Provide administrative assistance to the Director of Facilities including scheduling, communications, and internal coordination

· Prepare and enter purchase orders, track expenditures, and reconcile invoices

· Maintain facility logs, inspection documents, work order summaries, and other departmental records

· Assist with vendor coordination and communication as needed

· Support preparation of reports for administration or the Board related to facilities operations

· Maintain supply inventory for the Facilities Department and reorder materials as needed

General Administrative Responsibilities

· Maintain high standards of professionalism, customer service, and confidentiality

· Communicate clearly and professionally with district staff, families, and outside agencies

· Manage information using district technology systems and maintain accurate electronic and physical records

· Support districtwide administrative functions when assigned

· Perform additional duties as directed by the Superintendent, Assistant to the Superintendent, Director of Facilities, and CFO

10/22/18; 6/15/20; 7/27/20; 12/9/2025