Administrative Assistant

Job Description

Position Title: Administrative Assistant

Location: West Fargo Public Schools Transportation Department

Department: Transportation

Reports To: Transportation Supervisor

Term: Ongoing 9-month position

Schedule: Mon-Fri Approx. 6:30-4:30pm (Includes 2-hour lunch break period)

Salary: Position follows the 2023-2024 Classified Salary Schedule. Minimum starting pay of $19/hr., based on experience.

Date of last review: February 2024

SUMMARY: The Transportation Administrative Assistant assists the Special Education Route Supervisor and Operations Supervisor in daily functions of the department by providing administrative support to administration, staff, learners, parents and the school community by implementing district procedures, policies, and systems.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty and requirement satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (Other duties may be assigned)

Collaboration

• Works directly with the Special Education Supervisor to route and track learner rider information.
• Assists in developing and maintaining routes in VEO Trans to ensure safety of learners and efficiency of operations.
• Partners with Operations Supervisor, drivers, and district staff to resolve any behavioral issues that occur on school buses.
• Assists visitors to the transportation office including learners, parents, and other district staff.
• Develops positive working relationships with school administration, learners, educators, and the wider district community.
• Responds to inquiries from learners, parents, employees and provides information, facilitates communication, and provides direction.
  
  

Communication:

• Notifies families and schools of learner schedules, any behavior issues, and any health needs of the learners utilizing the transportation system.
• Communicates on two-way radio and Transportation Center phone systems to answer and direct incoming and outgoing calls.
• Actively engages in conversation with working partnerships to ensure the office operates in an efficient and effective manner.
• Acts as a liaison for school administration and other school partners to provide insight and education on school administration-related topics.
  
  

Compassion:

• Understands the complexities of cultural and global issues and how they relate to employee and learners’ experiences.
  
  

Creativity:

• Connects with team members and shares ideas in an effort to improve the overall learner and employee experience.
  
  

Critical Thinking:

• Maintains health and behavior plans of learners utilizing transportation system.
• Archives and maintains proper system of tracking any learner behavioral issues.
• Ensures all learner records are up-to-date and in an orderly manner while keeping learner confidentiality.
• Excels in implementing creative solutions focused on process improvement.
• Excels in prioritization and planning in order to ensure tasks and responsibilities are completed in a timely, efficient manner.
  
  

Reflection:

• Maintains communication with supervisor and director regarding general feedback, career advancement opportunities, and areas of growth opportunities.
  
  

Resilience:

• Maintains composure while dealing with stressful situations.
• Proactively seeks out resolutions and takes initiative to resolve knowledge gaps.
  
  

Responsibility:

• Completes daily logs of learner activities, including no call-no shows, any behavior issues, and any health incidents.
• Manages the video surveillance systems on the buses and watches video footage and archives. Reports on issues, as necessary.
• Completes assigned office tasks and proactively seeks out additional responsibilities.
• Operates in an organized manner and instills processes to expand organizational skills to other colleagues.
• Assists in maintaining documents, files, and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepares purchase orders for the purpose of submitting to the school district’s accounting/finance office.
• Assists in maintaining inventory of supplies and materials.
• Answers telephone calls and provides information and assistance to callers.
• Distributes incoming mail appropriately and sends outgoing mail.
  
  

PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands and work environment 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 essential duties and responsibilities of this role, the employee is regularly required to reach with hands and arms.
• While performing the essential duties and responsibilities of this role, the employee is regularly required to stand, walk, bend, talk, and hear.
• The specific vision abilities required for this role include close and peripheral vision.
• The employee may be required to lift up to ~30 pounds.
• The employee must work with the public and various WFPS staff while simultaneously managing several competing demands.
• The employee will work in an environment that has a quiet to loud noise level.
  
  

Education And/or Experience

• High School Diploma or General Education Degree (GED)
• Minimum of two years of office administrative experience is preferred.
• Associate’s Degree in office administration or closely related field is preferred.
• Excellent computation skills.
• Experience working in a transportation field is preferred.
  
  

Language Skills

• Ability to read, write, and comprehend simple instructions and short correspondences in the English language.
• Ability to communicate effectively verbally, expressively, and reactively.
  
  

Other Skills And Abilities

• Exercise confidentiality, discretion, and good judgement.
• Adhere to the assigned work schedule by maintaining regular and punctual attendance.
  
  

Supervisory Responsibilities

• None.

Salary : $19