Transportation Department Office Manager

JOB DESCRIPTION

PuyallupSchool District

PAEOP Level IV

Transportation Department Office Manager

______

Purpose Statement

The purpose of this position is to provide administrative support to the Director of Transportation and the transportation management staff. This position acts as a liaison between the director, District staff and the public; composes and review correspondence; answers telephone; maintains departmental files; assists with processing documentation for the accounting,payroll, purchasing and budget departments and provides general support where needed. This position manages the administrative functions of the Transportation Department and Shop offices. The person must work independently to plan and organize complex work activities to insure timely preparation of accurate reports.

Essential Functions:

• Serves as receptionist for the Transportation Department, greets visitors, answers the telephone, and provides information regarding bus schedules, complaints, deliveries and related information.
• Communicates information to District staff and the public for the purpose of providing information on District policies, regulations, procedures, programs and guidelines
• Composes and prepares confidential and public documents from brief verbal instructions (e.g. minutes, correspondence, District and state forms, administrative and certificated evaluations, etc.) for the purpose of conveying information to District administrators, staff, and the public.
• Creates and maintains purchase orders to coordinate, organize, and order supplies for thetransportation department.
• Processes invoices for the office and bus garage; reconciles procurement cards and checking account.
• Evaluates situations, including those of a sensitive or confidential nature, for the purpose of setting priorities, taking action and/or referring to appropriate personnel for resolution.
• Answers the telephone and greets office visitors; uses tact in dealing with sensitive matters; responds to requests; routes callers to appropriate staff members; acts as liaison between Director and departmental staff. Relays messages and information to transportation staff via two way radio.
• Manages department procedure manual and standard forms to ensure appropriate work flow and compliance with requirements.
• Researches information and compiles data for projects; accesses computer database and transfers information onto proper forms; inputs data into databases or spreadsheets for the purpose of tracking information and generating accurate reports.
• Facilitates processing of applicants and new hires with Human Resources, prepares and files confidential personnel reports.
• Interfaces with drivers, bus attendants, mechanics, parents, school district administrators and staff members for the purpose of insuring a timely accurate flow of information to the transportation department.
• Receives, sorts, date stamps and routes incoming mail; prepares outgoing mail for the purpose of timely information to and from transportation staff.
• Ensures that all monthly payroll information is maintained and completed and submitted to the payroll department by the Payroll/Records Specialist. Complete and submit the monthly payroll information for all staff member during the Payroll/Record Specialist’s absence.
• Trains additional staff needed to assist with handling high volume calls during school year start-up.

.

Other Job Functions

• Oversees the daily administrative operations of the transportation department. Provides guidance to the Payroll/Records Specialist as needed based on instructions from the Director.
• Assists other personnel as needed for the purpose of supporting them in the completion of their work activities
• Assists the director with monitoring the department’s budget by tracking expenditures and preparing budget reports.
• Manages a variety of projects as directed by the director.
• Makes arrangements for coverage during peak work periods or absences; coordinates secretarial support for projects for the purpose of ensuring adequate staffing coverage at required times.
• Responsible for all office equipment and maintenance of equipment. Purchases all office supplies and is responsible for maintaining a good supply; also purchases coffee and maintains kitchen supplies to assure compliance with department budget and state school district accounting practices.
• Performs other related duties as assigned.

Minimum Qualifications:

High school graduation or equivalent with two years additional training in secretarial and computer procedures. Minimum of four years secretarial experience with pupil transportation, payroll, and/or bookkeeping experience preferred. Must pass District’s clerical testing, with additional testing upon interview. Advanced technical training in secretarial procedures may substitute on a month-for-month basis for up to one year of required experience.

Required Knowledge, Skills, Abilities:

Ability to maintain strict confidentiality related to all departmental issues

Knowledge of pupil transportation administrative procedures

Ability to operate standard office equipment

Ability to operate a ten-key by touch

Ability to organize and set priorities

Ability to establish and maintain effective working relationships with students, parents, staff and public

Ability to set up and maintain confidential filing system

Ability to work independently with minimal supervision and meet deadlines

Ability to understand and carry out detailed oral and written instructions

Ability to prioritize job duties

Ability to work effectively under pressure and independently with little direct supervision

Ability to attend to detail and follow tasks through to completion

Ability to communicate effectively both orally and in written form

Knowledge of correct spelling, grammar and punctuation

Knowledge of basic budgeting and financial statistical record keeping

Ability to exercise sound judgment and make appropriate decisions

Knowledge of District department and programs

Knowledge of District policies, state and federal education laws

Knowledge of budgeting and financial record keeping

Knowledge of software applications, including database (BusinessPlus), spreadsheets and word processing

Working Conditions

Office job; working under limited supervision using standardized practices and/or methods; leading, guiding and/or coordinating others; requires visual and mental concentration on high volume of detail; requires prolonged exposure to visual display terminal; computer operation requires dexterity and precision; required to sit for long periods of time; experiences frequent interruptions and inflexible deadlines; regularly required to deal with distraught, frustrated and angry people, as well as be available at all times to District office managers and administrators.

Terms of Employment:

This is an 8-hour per day, 260 days per year (includes 247 work days and 13 holidays). The hours are approximately 7:00 am to 5:00 pm, Monday through Friday, with a one-hour unpaid break. The salary is according to the established salary schedule.

Licenses/Special Requirements:

Criminal Justice fingerprint clearance. Must pass district clerical testing, and additional testing upon interview.

Reporting Relationships

Reports to the Transportation Director

February 2011