Office Specialist - Transportation

Pay Grade:                    Grade AC            

Department:                 Transportation            

Accountable To:           Director of Transportation

FLSA Status:                 Non-exempt 

Creation/Revision Date:    March 31, 2025

Summary:  Under general direction, incumbent(s) performs clerical duties to include demonstrating quality customer service by answering telephone calls, greeting visitors, directing inquiries to appropriate personnel, and responding to inquiries regarding the operations of the Transportation Department. Imcumbent(s) manages the timekeeping system for transportation staff, develops and generates reports, assists with the hiring of personnel, maintains filing systems, and serves as a reserve bus driver.

Essential Functions:

• Answers and screen telephone calls, directs inquires to appropriate party, greets visitors with a pleasant and supportive demeanor, responds to inquires about the operations of the Transportation Department, and identifies sensitive issues and brings them to the immediate attention of the Director of Transportation.

• Manages the timekeeping system for transportation staff by inputting and monitoring work schedules, handling job codes, preparing weekly reports, inputting time corrections and leave time, monitoring tardiness and absenteeism, and maintaining records. Provides employee time issues to the Director of Transportation.

• Makes corrections and adjustments necessary for accurate records and information including adding or correcting vendor, delivery and accounting information on purchase orders; entering budget adjustments; performing journal entries for incorrect coding and amounts; showing cash deposits; correcting benefit claims; reconciling revenues with deposits; and, reconciling expenditures with processed checks.

• Reviews, records, and reconciles daily reports, establishes detailed spreadsheets; and develops monthly and annual reports to complete Federal and/or State reporting requirements of all programs within the Transportation Department. Organizes and formats data into meaningful information to be included in weekly, monthly, and annual reports.

• Assists with the hiring of transportation personnel by being a member of the interview panel, completing reference checks, and completing new hire paperwork required by the Human Resources Department. Maintains contact with the Human Resources Department regarding new hire paperwork and clearance.

• Maintains filing systems by creating file folders and labels, distributing paperwork and files to appropriate filing system, and organizing files. Removes active files to archives and removes archived files under the direction of the Director of Transportation.

• Assists the Director of Transportation by preparing correspondence, memos, newsletters, bulletins, and reports. Assists with the development and arrangement of the transportation handbook. Opens and sorts mail and assists with the preparation of staff meetings to include preparing agendas, keeping minutes, and tracking attendance.

• Performs online requisitioning for the Transportation Department. Follows up on orders placed, resolves problems, and verifies receipt of items. Monitors and inventories supplies.

• Serves as a reserve bus driver to include transporting students to and from school, conducting pre-trip inspections of buses, ensuring buses are safe and presentable, maintaining discipline, and preparing incident documents when appropriate.

• Performs other job related duties as required.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications.  Verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired;
• One year of office-related experience;
• One year of transportation experience;
• Possession of Arizona Department of Transportation Commercial Driver’s License with passenger and school bus endorsement.

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• Two years of work experience in a public school system.

Knowledge and Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily.  The qualifications for this job description are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Skills required, but not limited to, for this position include:

• Applying proper grammar and writing techniques;
• Applying finance, accounting, and budgetary applications;
• Working independently to meet priorities and deadlines;
• Applying purchasing practices;
• Collecting and analyzing data;
• Maintaining records;
• Knowing district policies and procedures;
• Knowing applicable federal and state laws;
• Applying problem solving techniques;
• Maintaining confidentiality of student information;
• Understanding of education-related programs;
• Understanding Federal Privacy Act;
• Maintaining confidentiality;
• Knowing federal and state reporting practices;
• Using computer software related programs, including Microsoft Word and Excel;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.  The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus.

Working Conditions:

The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

The Washington Elementary School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Washington Elementary School District does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identify or expression, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students. For information regarding discrimination grievance or complaint procedures contact the Executive Director for Human Resources at 602.347.2801.

Salary : $16 - $21