Transportation - Work Orders/Energy Management Specialist at Gaston County Schools BU

Definition

This position is responsible for coordinating, scheduling, and maintaining records for all district-related field trips, extracurricular activities, and athletic events that require transportation services. The role ensures all travel requests are accurately scheduled, tracked, and billed, while maintaining effective communication with schools, staff, and drivers. The position will also serve as the primary administrator for the district’s Travel Tracker software system.

Duties and Responsibilities

• Maintains all aspects of the district’s Travel Tracker software, ensuring trip requests and schedules are accurate and up to date.

• Generates and distributes reports as needed for billing, tracking, and recordkeeping.

• Compiles daily information on all field trips and sporting events.

• Verifies activity use report against daily activity logs for accuracy.

• Categorizes trips by school, calculates total monthly usage, and prepares billing documentation for distribution.

• Provides accurate, timely information regarding bus schedules, trip statuses, and departmental procedures.

• Maintains organized files and records for assigned areas.

• Daily calculates mileage and labor for all field trips and sporting events.

• Uses computer systems and mapping tools to determine accurate mileage for billing.

• Prepares invoices and usage summaries for district and school-level review.

• Schedules activity and field trip buses for all elementary, middle, and high schools.

• Coordinates transportation for middle and high school athletic events.

• Reschedules events due to inclement weather or other unforeseen circumstances with accuracy and efficiency.

• Secures authorization for “yellow bus” field trips and communicates confirmations to appropriate schools.

• Maintains a comprehensive database of vehicle schedules and trip logs.

• Answers incoming phone calls, assesses needs, and refers inquiries to appropriately.

• Coordinates with maintenance staff for vehicle pickup or services as needed.

• Operates standard office equipment including computers, copiers, fax machines, and calculators.

• Provides general clerical support to the Transportation Department as needed.

• Performs other duties as assigned by the Transportation Manager.

Knowledge, Skills and Abilities

• Knowledge of school district policies and transportation procedures.

• Strong organizational, clerical, and database management skills.

• Ability to perform basic accounting and billing tasks accurately.

• Proficiency in scheduling and tracking software (e.g., Travel Tracker, Synovia, or equivalent).

• Ability to use geographic and mileage calculation tools.

• Effective verbal and written communication skills.

• Ability to manage multiple priorities in a fast-paced environment.

• Ability to work independently with minimal supervision.

• Strong attention to detail and accuracy.

• Ability to handle rescheduling and last-minute changes effectively.

• Ability to maintain confidentiality and professionalism.

Physical Requirements 

• Must be able to physically perform the basic functions of reaching, walking, standing, talking, lifting, hearing and repetitive motions. 

• Must possess the visual acuity to prepare data, work with records processes and do extensive reading and research. 

• Must be physically able to operate a variety of automated office machines including computers, calculators, printers, copiers, etc.

• Must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. 

• Work is primarily sedentary, with occasional standing or walking.

• Requires good hand-eye coordination for operating office equipment.

Education and Experience 

• High school diploma or GED required; associate degree preferred.

• Minimum of two (2) years of administrative, clerical, or scheduling experience.

• Experience in transportation or within a school system preferred.

• Additional preferred qualifications include experience in computer operations, accounting, or office administration.

• Experience with scheduling and billing in a computerized database environment is strongly preferred.

Classification:  Non-Exempt 

Salary: Grade 61, Step 0 (Entry level)

This Position Reports Directly To: Transportation Manager

Disclaimer 

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.

If offered a position, prospective employee must pass a required health exam, criminal records check, and drug test.

Revised 10/2025 PWilliams

Supersedes 06/08/2009