HERTFORD COUNTY PUBLIC SCHOOLS
Administrative Assistant II to Director of Operations
HERTFORD COUNTY PUBLIC SCHOOLS, Winton, North Carolina, United States, 27986
Overview
Administrative Assistant II to Director of Operations. Responsible for the smooth and efficient management of the operations and transportation school offices. Provide administrative assistance to the Transportation Supervisor and Director of Operations, building principals and administrators, office and school staff and students by answering/screening phone calls & visitors, coordinating meetings and events, monitoring specifics for bus routes and operations data, handling confidential information, receiving and responding to inquiries and requests, coordinate personnel data, compiling reports, managing building & vehicle keys, entering and retrieving data using the computer and/or the District student information systems, coordinating and assisting with school events, and preparing correspondence and other confidential written communication.
Responsibilities
Provide and coordinate all clerical support activities for a Transportation Supervisor and transportation staff, including but not limited to: preparing invoice requisitions, answering phones; preparing, designing, composing, typing, word processing and/or formatting correspondence, documents, handbooks, reports, printing and distribution; tracking driver licensure and endorsements/certifications; tracking mandatory annual trainings and DE training reports; maintaining files for purchase orders, invoices, and employee performance; sorting and delivering mail; input and maintaining parts inventory records, transportation software information; tracking district authorized driver information, student behavior information, and pay to ride information.
Coordinate and assist with meetings, activities, functions, and events; including coordinating dates, appointments, creating and printing agendas, scheduling staff meeting minutes, etc.; monitor staff time, time edits, and attendance; maintain office machines; maintain filing systems; greet face-to-face contacts and make copies.
Provide and coordinate all clerical support activities for an Operations Director and maintenance operations staff; including answering phones; preparing, designing, composing, typing, word processing and/or formatting; coordinating meetings and events; coordinating dates, appointments, creating and printing agendas, scheduling, staff meeting minutes, etc.; monitor staff time and attendance; maintain office machines and filing systems; greet and screen face-to-face contacts; contact principals for maintenance/operations matters; make copies; send/receive faxes and emails; sort and deliver mail; coordinate substitute custodian; organize forms for vendors and schedule maintenance/repairs with vendors and purchase order submissions/requests.
Enter and/or retrieve data using the student transportation information system or other automated system; assist with publication of route information and coordinate transportation items for the website; enter and/or retrieve data using the facility maintenance software system; responsible for data entry and reporting in each system; coordinate and be responsible for the security and distribution of school building keys, including tracking, monitoring, maintaining, issuing, collecting, and updating records on all building keys, vehicle keys, and security cards for staff.
Perform other job-related duties as assigned, including coordination of schedules for building checks, transportation situations involving students, and other duties in emergencies.
Education And Related Work Experience
High school diploma or equivalent.
Must be a minimum of 18 years old.
Minimum of three years of experience in clerical support positions preferred.
Experience working with secondary-age students preferred.
Licenses, Registrations, Or Certifications
Criminal background check required for hire
Technical Skills, Knowledge & Abilities
Strong customer service and public relations skills.
Critical thinking and problem-solving skills.
Time management, organizational, and prioritization skills.
Basic math skills.
Knowledge of District and school policies and procedures preferred.
Ability to maintain confidentiality in all aspects of the job.
Ability to manage multiple tasks with frequent interruptions.
Ability to manage multiple priorities.
Ability to diffuse and manage volatile and stressful situations.
Ability to work with the public and employees with diverse backgrounds and abilities.
Ability to promote and follow Board of Education policies, Superintendent policies, and building and department procedures.
Ability to communicate, interact, and work effectively and cooperatively with all people, including those from diverse ethnic and educational backgrounds.
Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment, and report unsafe conditions to the appropriate administrator.
Seniority level
Entry level
Employment type
Full-time
Job function
Administrative
Industries
Higher Education
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Administrative Assistant II to Director of Operations. Responsible for the smooth and efficient management of the operations and transportation school offices. Provide administrative assistance to the Transportation Supervisor and Director of Operations, building principals and administrators, office and school staff and students by answering/screening phone calls & visitors, coordinating meetings and events, monitoring specifics for bus routes and operations data, handling confidential information, receiving and responding to inquiries and requests, coordinate personnel data, compiling reports, managing building & vehicle keys, entering and retrieving data using the computer and/or the District student information systems, coordinating and assisting with school events, and preparing correspondence and other confidential written communication.
Responsibilities
Provide and coordinate all clerical support activities for a Transportation Supervisor and transportation staff, including but not limited to: preparing invoice requisitions, answering phones; preparing, designing, composing, typing, word processing and/or formatting correspondence, documents, handbooks, reports, printing and distribution; tracking driver licensure and endorsements/certifications; tracking mandatory annual trainings and DE training reports; maintaining files for purchase orders, invoices, and employee performance; sorting and delivering mail; input and maintaining parts inventory records, transportation software information; tracking district authorized driver information, student behavior information, and pay to ride information.
Coordinate and assist with meetings, activities, functions, and events; including coordinating dates, appointments, creating and printing agendas, scheduling staff meeting minutes, etc.; monitor staff time, time edits, and attendance; maintain office machines; maintain filing systems; greet face-to-face contacts and make copies.
Provide and coordinate all clerical support activities for an Operations Director and maintenance operations staff; including answering phones; preparing, designing, composing, typing, word processing and/or formatting; coordinating meetings and events; coordinating dates, appointments, creating and printing agendas, scheduling, staff meeting minutes, etc.; monitor staff time and attendance; maintain office machines and filing systems; greet and screen face-to-face contacts; contact principals for maintenance/operations matters; make copies; send/receive faxes and emails; sort and deliver mail; coordinate substitute custodian; organize forms for vendors and schedule maintenance/repairs with vendors and purchase order submissions/requests.
Enter and/or retrieve data using the student transportation information system or other automated system; assist with publication of route information and coordinate transportation items for the website; enter and/or retrieve data using the facility maintenance software system; responsible for data entry and reporting in each system; coordinate and be responsible for the security and distribution of school building keys, including tracking, monitoring, maintaining, issuing, collecting, and updating records on all building keys, vehicle keys, and security cards for staff.
Perform other job-related duties as assigned, including coordination of schedules for building checks, transportation situations involving students, and other duties in emergencies.
Education And Related Work Experience
High school diploma or equivalent.
Must be a minimum of 18 years old.
Minimum of three years of experience in clerical support positions preferred.
Experience working with secondary-age students preferred.
Licenses, Registrations, Or Certifications
Criminal background check required for hire
Technical Skills, Knowledge & Abilities
Strong customer service and public relations skills.
Critical thinking and problem-solving skills.
Time management, organizational, and prioritization skills.
Basic math skills.
Knowledge of District and school policies and procedures preferred.
Ability to maintain confidentiality in all aspects of the job.
Ability to manage multiple tasks with frequent interruptions.
Ability to manage multiple priorities.
Ability to diffuse and manage volatile and stressful situations.
Ability to work with the public and employees with diverse backgrounds and abilities.
Ability to promote and follow Board of Education policies, Superintendent policies, and building and department procedures.
Ability to communicate, interact, and work effectively and cooperatively with all people, including those from diverse ethnic and educational backgrounds.
Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment, and report unsafe conditions to the appropriate administrator.
Seniority level
Entry level
Employment type
Full-time
Job function
Administrative
Industries
Higher Education
#J-18808-Ljbffr