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Hybrid Administrative Assistant at Oakland Schools

Oakland Schools · Oxford, United States Of America · Hybrid

2025-08-12 14:00:00.0

$39,915.00 - $39,915.00

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Administrative Assistant

JobID: 13255

Position Type:
Administrative and Business Office Support/Secretary/Clerical

Date Posted:
8/11/2025

Location:
Oxford Community Schools Transportation

Date Available:
August 2025

District:
Oxford Community Schools

Additional Information: Show/Hide
Administrative Assistant (205 Days)
Transportation Department
2025-26 School Year

Primary Function: To serve as confidential assistant to the administrator(s) in charge and to facilitate the mission of the school through effective communication, problem solving and the provision of quality administrative support services.

Qualifications – Education & Experience:

High school diploma required. Associates degree or equivalent combination of education and experience preferred.
One (1) to three (3) years’ administrative or office coordinator experience, preferred.
Experience managing multiple priorities, maintaining efficient workflows, and meeting deadlines in a fast-paced environment.
Experience and training which provide the following abilities, skills and knowledge:
1. Knowledge of grammar, spelling, punctuation and mathematics to perform successfully in this position.
2. Experience with payroll processing and financial record-keeping.
3. Proficiency in Google Workspace and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
4. Experience with student information systems and database management.
5. Possess the keyboarding skills necessary to perform successfully in this position.
6. Ability to establish priorities, resolve conflict, remain calm under stressful situations, and multi-task.
7. Ability to compose clear, professional correspondence and reports.
8. Ability to communicate with staff, students and community members in a courteous, tactful, and effective manner.
9. Ability to operate standard office equipment including printers, scanners, and multi-line phone systems.
10. Conflict resolution skills and ability to remain calm under pressure.
11. Ability to work effectively with minimal supervision and make sound decisions.
12. Flexible approach to changing priorities and emergency situations.
Absolute commitment to maintaining privacy of student and personnel information in compliance with FERPA and other regulations.
Professional customer service skills for interacting with parents, students, staff, and community members.
Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Essential Duties & Responsibilities:

Community Relations & Support
- Serve as primary resource/liaison for parents, students, staff, and community members regarding daily transportation operations.
- Handle inquiries about bus routes, schedules, stops, and transportation policies.
- Provide administrative support to the Director of Transportation and perform administrative assistance functions as needed.
- Assist staff with accessing Skyward, Outlook, and other systems as needed.
- Manage correspondence, communications, and departmental documentation.
Student Records & Transportation Data Management
- Assist with process transportation requests and route changes.
- Assist with processing special education and McKinney Vento transportation requests and coordinate with Special Populations department.
- Maintain transportation records including driver files, vehicle maintenance records, and route documentation.
- Handle document filing, retention, and retrieval according to state requirements.
- Process public records requests related to transportation.
Incident & Safety Management
- Process all incident reports related to transportation staff and students (accidents, behavioral issues, safety concerns).
- Maintain documentation for insurance and liability purposes.
Budget & Financial Management
- Assist Director of Transportation with budget tracking and internal fund management.
- Manage all departmental financial activities including invoicing for contracted services, cash receipts, purchase order requests.
- Handle credit card reconciliation and departmental procurement account management.
- Process payments to vendors and contractors.
Inventory & Supply Management
- Maintain inventory for transportation supplies (safety equipment, office supplies, bus maintenance materials, driver supplies).
- Order and track delivery of cleaning supplies, and safety materials.
Compliance & Regulatory Affairs
- Assist with track DOT compliance activities, CDL licensing requirements, and vehicle inspections.
- Assist with monitoring driver certifications, physical examinations, and training requirements.
- Assist with coordinating state transportation audits and regulatory reporting.
Payroll Processing
- Process payroll for transportation department employees including drivers, bus monitors, and mechanics.
- Manage timekeeping, overtime calculations, and substitute driver payments.
- Handle payroll-related inquiries and documentation.
- Process payroll once per week during summer break.
Transportation Scheduling & Coordination
- Assist with handling schedule changes due to weather, emergencies, or special events.
Emergency & Health Support
- Assist with student medical emergencies on buses and coordinate with school personnel.
- Assist with managing transportation protocols for students with medical conditions.
- Support emergency evacuation procedures and crisis response.
Organizational Alignment
- Support the district's vision and mission through efficient transportation operations.
- Promote safety, reliability, and customer service excellence.
Additional Responsibilities
- Maintain regular and predictable in-person attendance.
- Perform other transportation-related duties as assigned by the Transportation Director.

OESPA 2025-26 base hourly rate: $19.19

Reports to: Director of Transportation

To Begin: August 2025

Attachment(s):

Official OCS Posting

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Hybrid Administrative Assistant at Oakland Schools

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Hybrid 25-FEA-55 2nd Grade Teacher 1.0; Forest Elementary

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