Administrative Assistant & Bus Driver

Description

Job Overview

This position is responsible for assisting their supervisor with various administrative tasks in relation to Early Head Start (EHS)/Head Start (HS)/Parent Child Education Program (PCEP) Programs to ensure compliance with AVANCE’s mission and programs, established policies, standards and procedures and goals, as well as any standards of operation, plans, procedures, and applicable laws.

This position is also responsible for driving a school bus for providing planned center based, home based, and PCEP transportation services to children and parents enrolled in the program to and from sites; to include field trips, clinics, enrollment, and other special events. Also, assists with food and supply deliveries, mail run, and other duties as assigned, utilizing agency vehicles.

Job Responsibilities

Administrative Assistant Duties (Estimated 80% Weekly Duties)

• Promotes and models the organization’s Core Values.
• Generates reports and enters data into systems as needed.
• Tracks administrative and training and technical assistance (T&TA) costs.
• Produces and maintains credit card reports.
• Assists in planning and organizing staff meetings, staff development, and special events.
• Makes meeting arrangements as advised and attends to amenities, facility arrangements, and documentation accordingly.
• Ensures deadlines are met and assigned tasks are completed correctly.
• Assumes responsibility for maintenance of office equipment, including computers, copy machines, and fax machines.
• Maintains office supplies by checking inventory and orders items.
• Follows program confidentiality policies concerning information about children, families, and other staff members.
• Responds to questions and requests for information from various departments and partners.
• Generates memos, emails, and reports when appropriate.
• Answers incoming calls, and emails.
• Contacts families as directed.
• Attends training as required by applicable programs and AVANCE policy.
• Other duties as assigned.

Bus Driver Duties (Estimated 20% Weekly Duties)

• Ensures that each vehicle/driver is equipped with a communication system to call for assistance in case of an emergency.
• Ensures each vehicle is equipped with safety equipment for use in an emergency, including a charged fire extinguisher that is properly mounted near the driver’s seat, complete first aid kit, seat belt cutter, and a sign indicating their location.
• Must follow transportation procedures, whether such transportation is provided directly on agency owned or leased vehicles or through arrangement with a private or public transportation provider.
• Ensures all accidents involving vehicles that transport children, families, and staff are reported in accordance with applicable State requirements, and immediately reported to the Supervisor.
• Ensures vehicles used to provide transportation services or deliveries are always maintained in a safe operating condition, to include annual state inspection; vehicle registration is current and preventive maintenance is performed timely.
• Maintains assigned vehicle inspections, ensures license tags are up-to-date, and maintains clean vehicles daily.
• Ensures vehicle is checked periodically and maintained in good working condition and fueled as needed.
• Maintains mileage logs and prepares and submits credit card purchase transactions accurately on a timely basis.
• Informs Facilities and Transportation Manager of vehicle conditions that require attention.
• Implements a systematic preventive maintenance process or checklist on each vehicle.
• Conducts emergency bus evacuation drills with the children.
• Performs daily vehicle pre-trip and post trip inspection and records any items needing attention.
• Ensures that any child weighing 50 pounds or less is seated in a child restraint system appropriate to the height and weight of the child while the vehicle is in motion and that vehicle is equipped with a working electronic child safety alarm and backup buzzer.
• Ensures the proper storage and security of baggage and other items being transported in the passenger compartment, keeps aisles clear, and doors and emergency exits always remain unobstructed.
• Ensures that at least one bus monitor is always on board whenever any child is traveling without their parent. Additional bus monitors may be provided as necessary, such as when needed to accommodate the needs of children with disabilities.
• Ensures that safety is the highest priority when planning fixed transportation bus routes or alternate routes due to road hazards, weather conditions or other emergencies resulting in road closures.
• Ensures school buses or allowable alternate vehicles adapted or designed for transportation of children with disabilities are utilized to transport special need children enrolled in the program.
• Attends all required staff training sessions and keeps school bus driver certification current.
• Ensures that procedures are followed in accordance with State and Federal regulations.
• Attends training as required by applicable programs and AVANCE policy.
• Other duties as assigned.

Education

Required:

• High School Diploma or GED, with formal training in business office procedures, office systems, business communications and computer literacy.
• Proficiency in MS Office with expertise in Microsoft Word, PowerPoint, and Excel.
• Ability to analyze and revise operating practices to improve efficiency.
• Detail oriented and comfortable working in a fast-paced office environment.
• Exceptional communication skills.
• Superior organization skills and dedication to completing projects in a timely manner.

Preferred:

• Associate degree
• Bilingual (English/Spanish – Oral and Written)
• School Bus Driver Certification and other road safety related training

Work Experience

Required:

• At least one (1) year of administrative assistant or office assistant experience.
• Two (2) Years’ experience driving a School Bus.
• Class A or B Commercial Driver’s License (CDL), with P and S endorsements.

Preferred:

• At least two (2) years supporting a manager-level or higher supervisor.
• AVANCE PCEP graduate (9-month program) or previous experience driving a school to transport children ages 6-weeks to 5 years enrolled in an in-child-care center/program.

Additional Skills Required

• Word processing speed and accuracy of 60 WPM.
• Must be computer literate, proficient working knowledge in word processing, spreadsheets, and databases.
• Excellent written and oral communication skills.
• Accurate, detail-oriented, and able to meet deadlines.
• Able to handle multiple tasks at one time.
• Preferred bilingual, but not required.
• Must be bondable.
• Must have dependable transportation on a daily basis, valid driver’s license, clean driving record, current auto liability insurance and insurable by AVANCE, San Antonio.

Disclaimer(s)

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. Nothing in this job description forms or is intended to form a contract of employment. Neither shall the content in this job description be interpreted to conflict with, or to eliminate or modify in any way, the “at will” employment status of AVANCE San Antonio employees. Employment remains on an “at-will” basis.

Travel

25% annually on average, mostly local.

Equipment

Computer, computer software programs and peripherals, resource materials and equipment, copier, fax, and other equipment applicable to the position.

Working Conditions

Mental and Physical Demands

Maintain emotional control under stress; work with interruptions and deadlines; walking, standing, stooping, bending, pulling, and pushing, use hands to finger, handle or feel; reach with hands and arms; occasional: lifting/carrying, pulling/pushing 10-30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Environmental Factors

ADA/ADAAA Statement

AVANCE is committed to equal opportunity in employment for persons with disabilities and complies with the Americans with Disabilities Act of 1990 (ADA), as amended, and any other applicable state and federal laws. Accordingly, AVANCE does not discriminate against qualified individuals with disabilities regarding application, hiring, advancement, discharge, compensation, training or other terms, conditions, and privileges of employment. Moreover, it is AVANCE’s policy to provide reasonable accommodations in employment to qualified individuals with disabilities so that they can perform the essential functions of the job, unless the accommodation would impose an undue hardship on the operation of AVANCE’s business or would change the essential functions of the position. Retaliation against an individual with a disability for utilizing this policy or seeking a reasonable accommodation is prohibited. Individuals with any questions or requests for accommodation should contact the Human Resources Department.

EEO/AAP Statement

AVANCE values diversity and is committed to providing equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, gender identity or expression, age, sexual orientation, genetic information, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. It is also our goal to employ and advance in employment women, minorities, individuals with disabilities and protected veterans, and to treat qualified individuals without discrimination on the basis of their physical or mental disability or veteran status.

Qualifications