What are the responsibilities and job description for the Cost Clerk position at Chatham County Public Schools?
JOB TITLE – TRANSPORTATION COST CLERK
NATURE OF WORK
An individual in this class performs clerical, data entry, and technology related work in the School Transportation Department. Work includes entering data in a variety of software programs including the Business Systems Improvement Project (BSIP) Vehicle Fleet Management System, assisting in answering a multiple line telephone system, and setting up and maintaining files for a variety of vehicle and personnel related records. Employee will assit in maintaining parts and fuel inventories and preparing needed reports. Employee will provide skilled repair, maintenance and support of technology-related equipment as well as technical advice on equipment setup and operation, general troubleshooting, and software installation. Assist other office personnel with technology related issues. Assist in the Transportation Information Management System (TIMS), Exceptional Children (EC) Transportation, and technical issues on the County Government side.
MINIMUM EDUCATION, TRAINING AND EXPERIENCE
Graduation from a two-year college or technical school with a degree in a related field and 12 months experience is preferred; or equivalent combination of education (high school diploma minimum) and experience. Experience in computer science and/or office management, bookkeeping, data entry, and other clerical work in transportation preferred.
PERFORMANCE RESPONSIBILITIES
MINIMUM STANDARDS REQUIRED TO PERFORM RESPONSIBILITIES
Physical Requirements: Must be physically able to operate a variety of machinery and equipment including computers, adding machines, video cameras and radios. Must be able to exert up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. Physical demand requirements are for Medium Work.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things.
Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants.
Language Ability: Requires the ability to read a variety of reports and records, invoices, engineering schematics, topographical maps, etc. Requires the ability to prepare reports, records, forms, charts, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control and confidence.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; deal with several abstract and concrete variables.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including engineering, mechanical, and legal terminology.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; understand and apply the theories of geometry.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability coordinate hands and eyes rapidly and accurately in using computers and audio-video equipment.
Manual Dexterity: Requires the ability to handle a variety of items such as computers and audio-video equipment. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.
Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.) Must be able to communicate via a telephone.
KNOWLEDGE, SKILLS AND ABILITIES
TERMS OF EMPLOYMENT
Full-time - 12 months
Salary based on state and local salary schedules.
DISCLAIMER
The preceding job description was designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees to perform this job.
NATURE OF WORK
An individual in this class performs clerical, data entry, and technology related work in the School Transportation Department. Work includes entering data in a variety of software programs including the Business Systems Improvement Project (BSIP) Vehicle Fleet Management System, assisting in answering a multiple line telephone system, and setting up and maintaining files for a variety of vehicle and personnel related records. Employee will assit in maintaining parts and fuel inventories and preparing needed reports. Employee will provide skilled repair, maintenance and support of technology-related equipment as well as technical advice on equipment setup and operation, general troubleshooting, and software installation. Assist other office personnel with technology related issues. Assist in the Transportation Information Management System (TIMS), Exceptional Children (EC) Transportation, and technical issues on the County Government side.
MINIMUM EDUCATION, TRAINING AND EXPERIENCE
Graduation from a two-year college or technical school with a degree in a related field and 12 months experience is preferred; or equivalent combination of education (high school diploma minimum) and experience. Experience in computer science and/or office management, bookkeeping, data entry, and other clerical work in transportation preferred.
PERFORMANCE RESPONSIBILITIES
- Types memos letters, and other communications as needed. Sends faxes and email messages. Creates forms and duplicate material as needed. Creates meeting agendas, attends meetings to take minutes or notes, and follows through on matters requiring correspondence.
- Assist other office staff with technology and clerical related issues.
- Summarizes statistics from a variety of sources into comprehensive reports.
- Receives incoming mail, telephone calls, and visitors and directs them to the correct individual. Dispatches mechanics as needed.
- Uses a variety of mathematical formulas for record keeping and to create graphs, charts, and needed reports.
- Maintains time, attendance, and personnel leave records for all transportation personnel. Maintains driver records, schedules classes, renewals, and other personnel related tasks for bus drivers including confidential records.
- Creates requisitions, purchase orders, billing, and works with the Transportation Director to maintain related budgets. Verifies and maintains related inventories.
- Enters data into a range of programs including BSIP.
- Repairs, maintains, and upgrades technology-related equipment.
- Installs/upgrades to hardware and software.
- Makes recommendations regarding upgrades and replacement of technology-related equipment.
- Maintains the Transportation Department’s cell phones on all buses.
- Maintains video systems on all buses, which include hardware replacement and software updates and downloads.
- Creates custom group contacts for the district’s rapid communication system. Submits broadcast from the department to bus drivers and employees during inclement weather and emergency situations.
- Maintains and updates Transportation Department Web Page.
- Maintains and troubleshoots Synovia's real time GPS.
- Maintains and troubleshoots Synovia's driver time and attendance hardware and software. Maintains database for driver clock in cards.
- Assists with the Transportation Department’s Bus Safety Program for the schools.
- Assists Director of Transportation with Transportation Information Management System (TIMS).
- Visits bus stops and/or view bus GPS/video Data as needed.
- Generates the training syllabus for Bus Supervisors and department staff, and conducts classroom training related to TIMS, computer software programs and other technology, related to transportation.
- Assist in running TIMS maintenance programs.
- Performs other work related tasks as required.
MINIMUM STANDARDS REQUIRED TO PERFORM RESPONSIBILITIES
Physical Requirements: Must be physically able to operate a variety of machinery and equipment including computers, adding machines, video cameras and radios. Must be able to exert up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. Physical demand requirements are for Medium Work.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things.
Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants.
Language Ability: Requires the ability to read a variety of reports and records, invoices, engineering schematics, topographical maps, etc. Requires the ability to prepare reports, records, forms, charts, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control and confidence.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; deal with several abstract and concrete variables.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including engineering, mechanical, and legal terminology.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; understand and apply the theories of geometry.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability coordinate hands and eyes rapidly and accurately in using computers and audio-video equipment.
Manual Dexterity: Requires the ability to handle a variety of items such as computers and audio-video equipment. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.
Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.) Must be able to communicate via a telephone.
KNOWLEDGE, SKILLS AND ABILITIES
- Thorough knowledge of state and local laws, regulations, and guidelines in a transportation setting. Also, correct grammar, vocabulary, spelling and punctuation.
- Thorough knowledge of traffic laws, regulations, and hazards and related safety precautions
- Thorough knowledge of effective supervisory practices relating to motivation, delegation and communication and modern office practices.
- General knowledge of the use of computers and software for record-keeping, data entry, bookkeeping, and report generation as well as ability to use common office equipment.
- Ability to establish and maintain accurate and organized records and compile reports
- Ability to perform mathematical calculations
- Ability to establish and maintain effective working relationships with school/county officials, parents, students, co-workers, and vendors.
- Ability to maintain confidential information.
- Ability to exercise independent judgment and initiative in applying standards to a variety of work situations.
TERMS OF EMPLOYMENT
Full-time - 12 months
Salary based on state and local salary schedules.
DISCLAIMER
The preceding job description was designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees to perform this job.
