Transportation and Athletic Administrative Assistant

Transportation and Athletic Administrative Assistant JobID : 5790

Position Type :

Secretarial / Clerical / Administrative Assistant

Date Posted : 10 / 7 / 2024

Location : Central Office

Date Available : ASAP

Closing Date : Until filled

Job Summary : The WPS Transportation and Athletic Administrative Assistant is responsible for maintaining a transportation system to ensure student safety and providing clerical support for the Districts Athletic Programs. Providing exceptional customer service internally and externally to schools, districts, and other governmental entities in support of student achievement. This person is also responsible to maintain a current list of students assigned to each bus and each extracurricular activity.Supervisory Responsibilities :

• Receives direction from the Executive Director of Operations and Strategic Initiatives, the Athletic Director or designee. Decisions with district-wide implications are reviewed with the Assistant Superintendent or designee. The employee has moderate latitude in interpreting and applying policies, rules and regulations. Work is measured mainly through the observance of results obtained.

Duties / Responsibilities pertaining to Transportationmay include, but are not limited to, the following :

Ensures activities are completed efficiently and align with state laws, district policies, and contractual obligations.

Plans, directs, and monitors the repair and maintenance of the District's fleet, including but not limited to activity busses and vehicles, in compliance with governmental rules and regulations.

Establishes and implements a sound preventive maintenance program and ensures detailed service records are maintained and all district and customer vehicles are maintained to meet or exceed industry standards.

Coordinates development and implementation of driver training and safety programs.

Coordinates development and implementation of bus routes.

Assesses and responds to incidents, accidents, complaints, etc., during and after standard hours to resolve immediate safety concerns; works with other staff to organize emergency routing.

Works with the Executive Director of Operations and Strategic Initiatives to advise the administration about inclement weather conditions that may result in the closing of schools or school delays.

Collaborates with internal and external personnel (e.g., other administrators, public agencies, parents, transportation regulation agencies, vendors, etc.) to implement and maintain services and programs.

Prepares a wide variety of written materials (e.g., bid specifications, correspondence, reports, procedures, work instructions, etc.) to document and evaluate activities to improve operations under quality management and continuous improvement.

Recommends policies, procedures, and actions related to District transportation services to provide direction for meeting the District's goals and objectives to the Executive Director of Operations and Strategic Initiatives or designee.

Attend professional growth activities to keep abreast of innovative techniques in transportation.

Assists with coordinating professional development programs for transportation staff.

Assist school officials in parent / student conferences in an effort to resolve or prevent misconduct and unsafe conditions, which involve the transportation.

Maintain vehicle records database and lists such as, but not limited to : VIN, License, etc.

Maintains and updates platform for all training modules in accordance with the State Department of Education curriculum and Federal Motor Carrier Safety.

May assist with developing and / or selects appropriate training and safety materials such as handouts, training handbooks, visual aids, etc., and coordinates training with staff.

Facilitates all CDL driving requirements to include DMV CDL Permit Testing and Third-Party Testing Program for the district staff to obtain / maintain a CDL. Certifies driver attainment of training benchmarks; reviews DMV records; and ensures that all drivers meet federal, state, and local regulations / qualifications to operate district vehicle.

Assists as needed with responding to accidents involving school buses; collects accident reports and related data from the maintenance and operations division for all accidents; and determines whether it needs to be reported to the State.

Collects data from various sources to compile the annual state transportation report and maintains complete training and accident history records for transportation personnel as needed.

Maintains yearly school calendars in which Windham students attend, i.e. magnet, vocational, etc.

Collects and monitors monthly mileage logs for all District vehicles, including but not limited to Maintenance, Facilities, Food Service and Community vans. Storing them electronically.

Maintains all purchase orders for transportation department in MUNIS along with reconciling spreadsheets to balance with monthly budget reports and vendor records.

Reviews and reconciles statement of accounts for all transportation companies utilized by Windham Public Schools.

Maintain confidentiality of all student records and information.

Arranges for special transportation for summer school, sporting events and other special needs circumstances

Performs other duties as assigned.

Duties / Responsibilities pertaining to the Athletics Departmentmay include, but are not limited to, the following :

Collaborates with internal and external personnel (e.g., other administrators, public agencies, parents, vendors, coaches, referees, umpires, CIAC etc.) to implement and maintain services and programs.

Prepares a wide variety of written materials (e.g., correspondence, reports, procedures, team rosters, etc.) to document and evaluate activities to improve operations under quality management and continuous improvement.

Verifies each athlete’s eligibility according to established physical and academic requirements of eligibility for participation in each sport.

Verifies each coaches eligibility regarding certification requirements including CPR, CSDE Endorsement, Concussion, etc.

Responsible for athletic ticket sales of the athletic program including audit worthy reconciliation and proper handling of funds.

Arranges all details of visiting team’s needs.

Provides support for the organization of physical examinations of all athletes prior to the beginning of each session as well as collaborating with the nursing department for processing insurance reports and claims.

Keeps accurate records of the results of all district athletic contests and maintains a report of all award winners including date and type of award.

Aides in planning recognition programs for school athletes.

Maintains and provides district-wide communication about field & gymnasium practice and games schedules as well as non-athletic use of playing fields and facilities.

Maintains all purchase orders for athletic departments in MUNIS along with reconciling spreadsheets to balance with monthly budget reports and vendor records.

Collaborates with the Athletic Team and High School Team regarding student athlete attendance.

Maintain confidentiality of all student records and information.

Required Skills / Abilities :

Any combination of education, experience and training that would provide the required knowledge and abilities.

Self-starter with proven analytical, organizational, and problem-solving skills.

Demonstrated ability to establish and maintain high-profile, influential, and collaborative working

relationships across teams, functions, and layers with District staff, public officials, vendors, coaches and the general public.

Ability to remain focused and calm in chaotic situations.

Exceptional interpersonal skills in motivating, coaching, and supporting staff. The ability to exercise confidentiality, tact, diplomacy, and independent judgment in performing duties.

Ability to communicate effectively, both orally and in writing.

Intermediate technical skills providing the ability to enter, revise, organize, and retrieve information to formulate methods of collecting and presenting information; and to generate complex reports.

Knowledge of eligibility rules and prepares certified lists for the CIAC.

Thorough knowledge of safety and accident prevention measures.

Assist school officials in parent / student conferences in an effort to resolve or prevent misconduct and unsafe conditions, which involve the athletic programs.

Qualifications :

Completing an associate's degree in business or a related field is required; a bachelor's degree in business or a related field is preferred.

Two years of progressively responsible experience in transportation operations and / or athletic department activities required.

Preferred Qualifications :

Click to apply at : Windham Public Schools (https : / / www.applitrack.com / windham / OnlineApp / default.aspx) WINDHAM IS AN EQUAL OPPORTUNITY EMPLOYERIt is the policy of the Windham Public Schools to ensure equal employment opportunity to every person regardless of race, color, religion, creed, age, marital status, national origin, gender; gender identity or expression, sexual preference or physical and mental disability; and to ensure equal educational opportunity for all students and to prohibit unlawful discrimination because of race, color, religion, creed, age, marital status, national origin, gender, sexual preference, or physical and mental disability in the school district's educational program and activities.