Office Associate - Transportation

 
GENERAL DEFINITION OF WORK: 

Work consists of varied duties completing and/or coordinating a wide range of administratively complex processes and tasks relating to the broad needs of a school division, by supporting a school or department.  Work requires a broad knowledge of school division operations.  Work is performed under broad supervision with considerable latitude for independent judgment. 

 
ESSENTIAL FUNCTIONS: 

• Responsible for completion of complex administrative and technical assignments. Significant part of job (>50%) is for tasks/processes completed entirely by the incumbent. 
• Regularly responsible for complex time and attendance-related tasks.  
• Communicates with department employees on time and attendance-related programs. 
• Works independently on complex projects, which may include preparation of budgets and reports.  Prepares a variety of documents. Formats, edits, updates and distributes as required. May prepare agendas and other documentation for meetings, including meeting minutes.? 
• Meets/greets/screens customers/visitors. Provides assistance as appropriate. May resolve difficult customer-related issues.? 
• Answers unit/department phones, takes messages, and provides responses. Elevates difficult questions and callers to next level. 
• May monitor department accounts and complete bookkeeping tasks.  
• Prepares correspondence for department and responds to general inquiries. Composes letters and memoranda independently. May prepare agendas and other documentation for meetings, including meeting minutes. 
• Prepares complex reports specific to unit/department 
• Answers and screens calls. Gathers information to provide appropriate response. 
• Maintains calendars for supervisor and schedules appointments with internal and external attendees, board members, supervisors, etc. 
• Coordinates with peer administrative staff on coverage and other critical matters to the operation.   
• Responds to difficult customer-related issues and resolves them accordingly. 
• May coordinate onboarding logistics for newly-hired employees.   
• Collects, verifies and enters complex unit/department-related information into database. Maintains database and keeps information current. 
• Establishes and maintains files, frequently of a confidential and/or sensitive nature. 
• May serve as sole individual responsible for school registration, substitute teacher coordination, student attendance, or other significant program associated with school operations. 
• Creates bulk mailings using databases and mail merge features. 
• May maintain inventory of materials, supplies and/or equipment. May serve as first contact for office equipment maintenance. 
• Plays significant role in office management and oversight for unit/department. Frequently provides back-up to department/unit head in his/her absence. 
• May serve on special and/or regular teams and committees. 
• Frequently provides day-to-day direction for or has responsibility for supervision of administrative positions within the department/unit. 

KNOWLEDGE, SKILLS AND ABILITIES: 

Comprehensive knowledge of standard office practices and terminology, procedures and equipment, and of business arithmetic. Considerable knowledge of departmental functions, school administration, organization, and policies. Ability to occasionally perform complex mathematical and statistical calculations. Ability to maintain complex clerical records and prepare reports from records. Comprehensive knowledge of business English and spelling. Ability to establish and maintain effective working relationships with employees, school officials, and the general public.  

Position requires significant, comprehensive knowledge of unit/department, County policies, guidelines, and codes. Position requires broad knowledge of numerous department-specific programs, activities. Intermediate to advanced proficiency in office-related, and department/school division-specific software. Frequently provides informal technical assistance. Ability to effectively use office equipment, including computer, copier, postage meter, Fax, printer, multiple-line phone, paper folder, laminator, projector, and scanner. 

 
EDUCATION AND EXPERIENCE: 

Any combination of education and experience equivalent to attainment of a college certificate, associate degree or diploma or its equivalent, and a minimum of two years of increasingly responsible experience in administrative and/or clerical work. 

 
PHYSICAL CONDITIONS AND NATURE OF WORK CONTACTS: 

Regular contacts made with individuals from other internal units, outside organizations, and the general public for purposes of exchanging information which requires some judgment or interpretation. Communication is usually cooperative in nature with infrequent conflicts resolved by higher authority. Administrative clerical work typically performed sitting in an office with occasional walking, light lifting of office items up to 30 pounds; and other limited physical activities.