Transportation Asst./Secretary

SIDNEY CITY SCHOOL DISTRICT
JOB DESCRIPTION

TRANSPORTATION ASST/SECRETARY

(Secretary Salary Schedule)

Reports to: Transportation Coordinator

Job Objectives:

Performs secretarial, receptionist, and office management functions for the transportation program. Uses each contact with the public as an opportunity to promote a positive impression of the school district.

Minimum Qualifications:

• High school diploma or equivalent.
• Post-secondary secretarial or business school graduate is preferred.
• Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
• Provides documented evidence of a clear criminal record.
• Proficient in office procedures, protocol, and the use of business equipment (e.g., calculators, copiers, computers, software programs, etc.).
• Proficient in word processing, spelling, and the correct use of grammar.
• Knowledge of school bus safety, laws, and regulations is desirable.
• Demonstrates the ability to achieve proficiency in the use of transportation software.
• Skilled in bookkeeping functions and mathematical computations.
• Demonstrates maturity and the ability to work with students and their families.
• Meets all prerequisite qualifications to be bonded.

Responsibilities and Essential Functions:

The following skills and duties are representative of performance expectations. A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.

• Organizes, manages, and performs administrative support functions necessary to maintain the daily operations of the transportation program. Performs work requiring independent judgement and discretion. Gathers and organizes material required to keep the transportation supervisor informed of pertinent issues.
• Answers the telephone. Directs calls based on the nature of the inquiry. Learns the names, titles, locations, and working hours of key district staff. Takes messages. Manages calls efficiently to keep telephone lines open.
• Performs receptionist duties. Acknowledges visitors. Determines the reason for their visit. Verifies appointments. Answers questions. Refers inquiries requiring policy interpretation to administrative staff.
• Organizes and maintains a functional filing system that ensures the safe retention of office records. Protects the confidentiality of privileged information.
• Types correspondence, memos, and other documents.
• Ensures that all reports are submitted on time.
• Strives to develop rapport with students, staff, parents, and the public. Responds to requests and complaints promptly and tactfully. Offers and accepts constructive suggestions diplomatically. Respects the personal confidences and privacy needs of individuals.
• Reports unauthorized persons or suspicious circumstances to the transportation supervisor or other appropriate staff immediately.
• Reports evidence of suspected child abuse as required by law.
• Processes incoming, outgoing, and interoffice mail. Sends and receives faxes. Distributes notices, forms, directives, etc. Maintains staff mail boxes.
• Maintains an office calendar. Schedules appointments as directed.
• Maintains an file of vendor catalogs. Obtains price quotes. Prepares comparative data (e.g., quality, warranties, quantity discounts, availability, delivery schedules, new products, etc.).
• Assists with the preparation and distribution of bid packages (e.g., notices, specifications, proposal forms, etc.).
• Prepares requisitions. Maintains procurement information (e.g., transmittal letters, confirmations, warrants, negotiated price agreements, contracts, delivery dates, etc.). Receives deliveries. Compares deliveries with the purchase orders. Investigate discrepancies. Processes invoices for payments.
• Monitors expenditures and updates budget balances. Prepares trip reports, analyzes expenditures, etc. Prepares data for budget forecasting.
• Helps the transportation supervisor prepare bus routes. Distributes driver’s assignments. Makes route information available to students/parents.
• Responds to new residents requests for transportation information.
• Provides routing information to each school. Maintains an office file that contains an up-to-date copy of all bus routes and pick up points.
• Updates and maintains a roster of students transported. Prepares reports according to state regulations and district policies (e.g., pick up and drop off locations, route descriptions, bus identification, time schedules, students’ names, grades, assigned schools, etc.). Updates and distributes student information lists as changes occur.
• Assists district staff with non-routine use of school buses (e.g., field trips, athletic contests, community requests, etc.).
• Helps coordinate Ohio State Highway Patrol bus inspection activities.
• Monitors bus communications. Sends and receive information. Operates communication equipment with tact and procedural correctness.
• Prepares materials for bus safety programs.
• Updates bus driver handbooks.
• Types procedural information for the handling student discipline on buses.
• Types bus misconduct reports.
• Prepares and maintains insurance reports and files. Prepares bus accident documents for law officers, insurance companies, and the district.
• Maintains an assignment record for transportation keys.
• Collects and maintains transportation staff medical emergency authorization forms. Prepares and maintains accident reports.
• Verifies and processes transportation staff time sheets. Maintains medical and personal/family leave and vacation time records.
• Arranges for substitute drivers and maintains records as directed.
• Monitors bus drivers’ credential requirements (e.g., training program attendance, random drug tests, driving record checks, etc.).
• Provides assistance to other departments as directed.
• Operates all office equipment. Monitors and arranges for equipment maintenance.
• Consults with the technology coordinator and/or data acquisition site as needed to ensure the proper operation of the computer system.
• Keeps current with advances in computer technology and software improvements. Updates office procedures. Shares knowledge and skills with appropriate staff.
• Participates in staff meetings and professional growth activities as directed.
• Serves as a role model for students. Demonstrates personal integrity, responsibility, impartiality, respect, and courtesy.
• Performs other specific job-related duties as directed.

Abilities Required:

• Demonstrates professionalism and exemplary personal conduct.
• Uses interpersonal skills to promote a favorable image of the school district.
• Works cooperatively to support a successful team effort.
• Takes the initiative to identify, evaluate, and solve problems independently.
• Expresses ideas effectively using verbal, nonverbal, and writing skills.
• Organizes and managing time effectively. Reacts productively to interruptions and changing conditions.
• Monitors budgets. Analyzes data. Prepares and maintains financial records.
• Travels to meetings and work assignments.
• Lifts, carries, and moves office supplies and equipment.
• Maintains an acceptable attendance record and is punctual.
• Transcribes, enters, and posts data accurately. Proofreads accurately.
• Handles and manipulates office equipment that requires speed, dexterity, accuracy, and repetitive motions.

Supervisory Responsibility:

Under the direction of the transportation supervisor: schedules meaningful work assignments, provides instructions, and communicates expectations to assigned drivers, bus aides, and substitutes.

Working Cnditions:

Exposure to the following conditions may range from remote to frequent based on circumstances and factors that may not be predictable.

• Potential for exposure to blood borne pathogens and communicable diseases.
• Interaction with disruptive and/or unruly individuals.
• Exposure to student commotion.
• Exposure to adverse weather conditions and seasonal temperature extremes.
• Duties may require operating and/or riding in a vehicle.
• Duties may require extended time using a computer terminal and keyboard.
• Duties may require considerable telephone contact and paperwork.
• Duties may require working under time constraints to meet deadlines.
• Exposure to air borne particulates, vapors, and odors.
• Exposure to personal hygiene products and medications.
• Exposure to loud noises and equipment vibrations.
• Duties may require working during the evening and/or weekend.

Performance Evaluation:

Job performance is evaluated according to the policy provisions adopted by the Sidney City School District Board of Education.

The Sidney City School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, sex, national origin, age, or disability. The board requires that employees comply with the statutory responsibilities cited in the Ohio Revised Code, the rules and regulations of the Ohio Department of Education, and all local and Federal mandates. This job description does not imply that these are the only duties and responsibilities to be performed. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.