Office Manager

Position: Office Manager

Department: Transportation

Wage/Hour Status: Exempt

Immediate Supervisor(s): Director of Transportation

Pay Grade: Per Compensation Manual

Days Employed: Per Compensation Manual

POSITION SUMMARY:

• Assist with the daily operation of transportation office and provide clerical services to the Director of Transportation

QUALIFICATIONS:

Education/Certification:

• High School Diploma or GED

Special Knowledge/Skills:

• Have thirty (30) semester hours of college credit with some business orientation or equivalent business school training; or five years of general clerical/secretarial experience; or three years of experience as an Educational Secretary
• Personal and professional experience in working with the general public and school officials
• Demonstrate computer literacy in the area of word processing, spreadsheet, and databases
• Ability to perform good receptionist skills, including answering the telephone and handling applicants, department radio, and suppliers
• Knowledge of secretarial skills including basic typing, calculating figures, correspondence, organizing, and filing
• Such alternatives to the above qualifications as the Board may find appropriate and acceptable

Experience:

• Three years of secretarial experience, preferably in a public education environment

MAJOR RESPONSIBILITIES:

Records, Reports, Correspondence:

• Prepare correspondence, memorandums, forms, requisitions, and reports for the transportation office
• Receive and process work orders
• Keep up-to-date files for all department employees, including license record checks and FMCSA Clearinghouse checks
• Submit new hire, resignations, and terminations to the Human Resource Department
• Maintain personnel files and driver certifications
• Enter staff absences, daily

Phones:

• Answer incoming calls, take messages, and route them to appropriate staff
• Answer incoming calls and handle questions/requests that fall within the level of responsibility

Accounting:

• Assist with preparation of purchase orders and payment authorizations
• Compile and report time records and prepare payroll on employees accurately
• Assist with activity fund, making deposits, and cashing reimbursements
• Invoice campuses for field trips

Data Entry:

• Input all supply and equipment purchase information in computer
• Input staff information in computer
• Input annual budget

Other:

• Obtain and maintain qualifications for a Class B CDL, with P&S endorsements
• Drive a route if needed
• Dispatch using two-way radio
• Schedule random drug testing
• Order office supplies for department
• Greet all visitors and handle their requests or refer them to appropriate personnel
• Maintain effective rapport with the general public and handle any problems or concerns in a prompt and courteous manner
• Maintain a schedule of appointments and make arrangements for conferences and interviews
• Ability to read route directions and understand maps
• Open and distribute department mail

EXPECTATIONS OF MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS: The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

• Tools/Equipment Used: Standard office equipment including computer and multi-line phone system
• Motion: Frequent walking and reaching, frequent standing/sitting; kneeling/squatting, bending/stooping, pushing/pulling, and twisting; Repetitive hand motions; prolonged use of computer
• Lifting: Frequent light lifting and carrying (less than 15 pounds); heavy lifting (45 pounds or over)
• Environment: Work inside and outside (exposure to sun, heat, cold, and inclement weather); exposure to noise; ability to work in a friendly manner with co-workers, community, and school officials
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress; Ability to interact positively and proactively, communicate verbally and in writing effectively, ability to apply common sense understanding to carry out instructions, ability to handle emergency situations and protocol
• Professional Dress: Dress must be clean, neat, in a manner appropriate for his or her assignment, and in accordance with any additional standards established by his or her supervisor and approved by the Superintendent. During work hours, visible body piercings (except earrings) will not be allowed.

EVALUATIONS:

• Performance of this position will be evaluated annually