Transportation Cost Clerk/BSIP Coordinator

Job Title: Transportation Cost Clerk/BSIP Coordinator

Location: Transportaton Department

Position Type: Full-Time

Start Date: Immediate

Overview:
The Transportation Cost Clerk/BSIP Coordinator is responsible for managing and coordinating the financial aspects of the transportation department within Currituck County Schools. This role involves maintaining accurate financial records, performing payroll duties, and supporting the Transportation Director for transportation services.

Key Responsibilities:

1. Financial Management:
• Maintain and update financial records related to transportation budgets and expenditures.
• Prepare and process invoices, purchase orders, and reimbursement requests for transportation-related services and supplies.
• Verify accuracy of all daily written charges.  
• Maintain daily summary of charges for state or county vehicles serviced by the bus garage; submit records monthly to NCDPI.
• Summarize, balance and log labor and parts charges from Equipment and Repair Parts Order (TD-18) daily.
• Purchase materials and equipment for the department to satisfy requests and maintain inventory.
• Prepare monthly Travel Tracker invoices.
• Assist in the monitoring of the transportation budget to ensure fiscal responsibility.
2. Payroll Duties:
• Prepare and review transportation employee timesheets for the Transportation Director’s approval.
• Report overtime for the Transportation Director’s approval.
3. BSIP Coordination:
• Support the implementation of the Business Services Improvement Plan specific to the transportation department.
• Provides BSIP record-keeping for the garage.
• Monitor progress on BSIP initiatives and report findings to stakeholders and requesting parties.
4. Reporting and Compliance:
• Prepare TD-19 monthly.
• Enter data from fuel sheets, work orders, labor and parts into the State Vehicle Fleet Management System (SVFMS).
• Receive and log parts and supplies into the SVFMS.
• Maintain inventory and log of materials, parts and fuels received for the Annual Pupil Transportation Report (TD-1) as required by NCDPI.
• Read meters and gather data from on-site automated fuel dispensing systems to assess daily fuel consumption and enter into the SVFMS.
• Maintain individual school files of daily pre and post trip bus inspection logs.
• Generate reports as required from the SVFMS to verify accuracy of previous day’s data entry.
• Ensure compliance with district policies, state regulations, and federal guidelines related to transportation funding and reporting.
• Assist in audits, providing necessary documentation and support.
5. Communication and Support:
• Serve as a liaison between the transportation department and finance staff.
• Provide training and support to transportation staff on financial procedures and relevant software.
• Respond to inquiries related to transportation budgeting and expenditures.

Qualifications:

• Bachelor’s degree in finance, accounting, business administration, or a related field preferred.
• Previous experience in financial management, budgeting, or accounting, preferably within a transportation or educational setting.
• Strong analytical skills with attention to detail.
• Proficient in financial software.
• Excellent communication and organizational skills.

Working Conditions:

• Office environment; may require occasional extended hours during peak periods (e.g., budget preparation).
• Interaction with various departments and stakeholders, including transportation staff and school administration.