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 Job # Description
745 Administrative Assistant - Transportation

POSITION:                                        Administrative Assistant - Transportation
SALARY:                                            $14.25-$16.00/hr.

Position Purpose:
Under the direct supervision of the operations supervisor, to provide clerical, secretarial and administrative assistance, conveying information regarding VMF functions and procedures. All duties should be handled in a strictly confidential manner, due to the information you will be working with. Supporting the broad array of services provided to VMF staff, and support employees.

Essential Functions

  • Composes documents (e.g., notices, correspondence, bulletins, reports, newsletter, attendance notices) for operations supervisor.
  • Maintains calendar of the supervisor for the purpose of coordinating the scheduling of work-related appointments, activities, meetings, etc.
  • Maintains records and driving histories of all drivers for physicals, drivers licenses, insurance and bond on contract drivers and notify drivers when due.
  • Prepare payroll and submit to finance office.
  • Maintain seniority list, bus list, routes by school, and employee directory as needed.
  • Monitor staffing needs.
  • Answers telephone calls, and provide information and assistance to callers.
  • Work in dispatch when needed.
  • Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.

 Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the transportation department.

Note:  The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility.

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Knowledge, Skills and Abilities

  • Ability to describe problems and work orally or in writing to supervisor as required.
  • Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
  • Ability to carry out instructions furnished in written or oral form.
  • Ability to add, subtract, multiply and divide, and perform arithmetic operations.
  • Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
  • Ability to problem solve job-related issues.
  • Ability to work with a diverse group of individuals.
  • Ability to process paperwork accurately according to standardized procedures.
  • Ability to maintain confidentiality of information regarding students, employees and others.
  • Organizational and time management skills.
  • Knowledge of office management procedures.

Working Conditions

  • Works in standard office and school building environments.
  • Must be able to work regularly scheduled hours.
  • Must be able to handle stress.

Qualification Profile

  • Experience in a transportation department a plus.
  • Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.  Typical qualifications would be equivalent to:
  • Graduation from high school.
  • Associates degree with course work in business, math, word processing, office procedures and record keeping preferred.
  • Successful experience with office management preferred.



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