Administrative Assistant

Primary Purpose The Administrative Assistant is responsible for managing and processing purchase orders, requisitions, payroll, billing, dispatch, and operations reports while supporting a variety of administrative, clerical, and operational functions. This role is ideal for a detail-oriented individual who can adapt to multiple responsibilities across billing, customer service, logistics coordination, and general office support.

Qualifications Education/Certification:

High school diploma or GED - Preferred Class B CDL with Passenger & School Bus endorsements (Paid Training provided) Texas School Bus Driver Safety Certification (Paid Training provided)

Special Knowledge/Skills:

Proficient computer skills or basic knowledge of computer programs Proficient interpersonal and soft skills Ability to pass DOT Physical Ability to pass DOT drug and alcohol test Acceptable driving record Ability to operate a bus Ability to respond in emergency situations Ability to read and interpret routes, forms, and maps Experience with children is preferred Ability to understand oral and written instructions Major Responsibilities and Duties Administrative Assistant Operations Accurately review, process, and submit purchase orders and requisitions in a timely manner Verify operational details including mileage, rates, fuel charges, fees, and budgets Communicate with drivers, dispatch, and customers to resolve transportation issues Maintain organized billing records and documentation for auditing and reporting purposes Assist with accounts receivable tasks, including tracking outstanding invoices and payments Provide general administrative support such as data entry, filing, and report generation Support dispatch or operations teams with scheduling, budgeting, and updates as needed Respond to customer inquiries regarding routes, behavior, budgeting, and reports Collaborate with accounting and management to improve communication and budgeting Perform additional clerical or operational duties as assigned Assist the Director of Transportation in operational duties, reports, and communication School Bus Driver Operations Operate bus and related equipment safely and efficiently, following traffic laws and department policies. Perform daily pre-trip and post-trip inspections. Report bus damage or mechanical issues immediately. Keep the bus interior clean and maintain fuel levels as directed. Drive field trips as needed. Safety and Compliance Complete reports accurately and promptly; report any accidents, incidents, or job-related injuries immediately. Perform regular emergency evacuations and keep evacuation plans updated. Participate in required safety and in-service training. Maintain an acceptable driving record and pass drug and alcohol tests. Student Management Maintain effective student behavior management and complete discipline reports as needed. Load and unload students safely, assist with securing devices when applicable. Establish rapport with students, parents, and school personnel. Communication & Professional Conduct Notify supervisor of any passenger changes. Communicate effectively with students, parents, school personnel, and co-workers. Maintain confidentiality of information. Demonstrate regular attendance and reliability. Exemplify high standards of ethical conduct. Work harmoniously with supervisors and peers. Arrive at workstation on time each day. Perform other duties as assigned. Working Conditions Mental Demands / Physical Demands /

Environmental Factors:

Tools/Equipment Used:

School bus; two-way radio; safety equipment; district computer along with applicable software

Posture:

Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion:

Frequent walking; regular grasping/squeezing; wrist flexion/extension, and reaching; regular driving

Lifting:

Must be able to lift and carry a maximum of 50 pounds (small child in emergency situations)

Environment:

Work outside and inside, on slippery or uneven walking surfaces; frequent exposure to extreme hot and cold temperatures, dust, noise, vibration; exposure to chemical hazards; work around vehicles and machinery with moving parts; regularly work irregular hours; occasional prolonged hours; frequent district-wide travel; occasional statewide travel

Mental Demands:

Maintain emotional control under stress; work with frequent interruptions