Transportation/Maintenance Office Secretary

LOUISVILLE CITY SCHOOLS

JOB DESCRIPTION

Position: Transportation and Maintenance Office Secretary
Reports to: Transportation Director

Description: The Secretary to the Director of Transportation and Maintenance provides administrative and clerical support to ensure the efficient operation of the district’s transportation and maintenance departments. This position serves as a point of contact for staff, families, vendors, and community members while maintaining accurate records and assisting with the coordination of daily operations.

NOTE: The below lists are not ranked in order of importance

Essential Functions:

• Provide secretarial and administrative support to the Director of Transportation and Director of Maintenance.
• Answer telephone calls, respond to emails in a professional and courteous manner while
• Make contacts with the public with tact and diplomacy
• Receive questions and concerns from staff, families, and community members and direct them to the appropriate person.
• Prepare correspondence, reports, forms, meeting materials, and other documents.
• Maintain department calendars, schedule meetings, and assist with appointments.
• Create and maintain organized electronic and paper files.
• Handle confidential employee, student, and district information appropriately.
• Order and maintain office supplies for the departments.
• Assist with purchase orders, invoices, and other financial paperwork in accordance with district procedures.
• Coordinate maintenance, repair, and supplies for copy machine, fax machine and other office equipment
• Keep accurate records of staff absences and compensatory time
• Distribute and collect staff leave forms
• Process weekly time sheets
• File, collate, copy, and distribute materials
• Submit office supply budget each year and keep inventory of office supplies
• Maintain respect at all times for confidential information
• Attend meetings and in-services as required
• Instruct new employees in procedures and duties
• Open and sort mail daily
• Complies with all Louisville City Board of Education policies and procedures.

Other Duties and Responsibilities:

• Assist with the daily administrative operations of the transportation and maintenance departments.
• Receive and communicate transportation-related calls and messages, including questions about bus routes, schedules, stops, and student transportation.
• Assist the director with maintaining and updating bus routes, driver assignments, and transportation records.
• Help communicate route changes, delays, cancellations, and other transportation updates to appropriate staff and families as directed.
• Assist with scheduling and maintaining records for field trips, athletic trips, and other transportation requests.
• Maintain records related to bus drivers, including required training, certifications, physical examinations, and other documentation, as directed.
• Help track driver attendance, absences, and substitute assignments as directed.
• Schedule custodial substitute assignments as needed.
• Prepare and maintain transportation reports, forms, and records required by the district or applicable agencies.
• Assist with transportation-related billing, invoices, and purchase orders.
• Process maintenance-related purchase orders, invoices, and other paperwork in accordance with district procedures.
• Perform other duties as assigned by the Director of Transportation or Superintendent

Qualifications:

• High school diploma or general education degree (GED)
• Must maintain State of Ohio Commercial Driver’s License (CDL) with appropriate endorsements.
• Such alternatives to the above qualifications as the Superintendent and/or Board of Education may find appropriate

Required Knowledge, Skills, and Abilities:

• Strong organizational and time-management skills.
• Ability to communicate effectively and professionally with staff, families, vendors, and the public.
• Ability to manage multiple responsibilities and respond to changing priorities.
• Proficiency with computers, email, word processing, spreadsheets, and recordkeeping systems.
• Attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Ability to maintain confidentiality and exercise good judgment.
• Must demonstrate the ability to become proficient in using transportation routing software.
• Excellent computer skills
• First-aid training

Equipment Operated:

• Copy machine
• Computer/printer
• Fax machine
• Telephone/cellular phone
• Transfinder Routing Program

Additional Working Conditions:

• Exposure to blood, bodily fluids, and tissue
• Exposure to loud noises
• Requirement to travel
• Requirement to work overtime
• Interactions with unruly children
• Repetitive hand motion, e.g., computer keyboard, typing
• Interruption of duties by students, visitors, staff and/or telephoning

This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the incumbent. The incumbent will be required to follow the instructions and perform the duties required by the incumbent’s supervisor, appointing authority.