Job Title: Secretary, Transportation Wage/Hour Status: Nonexempt
Reports to: Director of Transportation Pay Grade: 5
Dept./School: Transportation Services Date Revised: 2/19/19
Primary Purpose:
Perform administrative duties related to the daily operation of transportation department office and provide clerical services to the Director of Transportation Services and other staff.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Proficient keyboarding and file maintenance skills
Knowledge of correct English usage, grammar, spelling and punctuation
Ability to use software to develop spreadsheets, perform data analysis, and do word processing
Effective organizational, communication, and interpersonal skills
Basic math skills
Experience:
Three years secretarial experience, preferably in a public education environment
Major Responsibilities and Duties:
Records, Reports, and Correspondence
- Prepare correspondence, memorandums, forms, requisitions, and reports for the transportation department office using personal computer.
- Compile pertinent data as needed when preparing various state and local reports.
- Maintain physical and computerized departmental files.
- Prepare transportation payroll for bus drivers, aides, and staff.
- Maintain accurate time sheets for hourly employees.
- Keep accurate records of employee attendance.
- Prepare invoices for accounts payable and submit to director for approval
Phones
- Answer incoming calls, take reliable messages, and route to appropriate staff; handle questions and requests that fall within level of responsibility.
Accounting
- Assist in the preparation of transportation department budget.
- Prepare, process, and track all purchase orders and payment authorizations.
- Perform routine bookkeeping tasks, including simple arithmetic operations, to maintain department budget records.
- Monitor and process personnel time records including leave requests and reports; compile and submit to HR office.
Other
- Input all information on purchases of supplies and equipment in the computer.
- Order office supplies for the department.
- Maintain a schedule of appointments for the Director of Transportation Services.
- Receive, sort, and distribute mail and other documents to department staff.
- Perform other duties as assigned by Director of Transportation Services.
Supervisory Responsibilities:
None.
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment, including computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours
Mental Demands: Maintain emotional control under stress; work with frequent interruptions |