Transportation Administrative Assistant - 10 month at Montgomery County Schools

The Transportation Administrative Assistant provides administrative and operational support to the transportation department, ensuring the efficient coordination of logistics, vehicle scheduling, compliance documentation, and communication between drivers, vendors, and management. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties

• Maintain and organize department files, records, and correspondence (digital and paper).
• Prepare and process reports, purchase orders, invoices, and expense reimbursements.
• Assist in tracking and renewing required licenses, certifications, and permits for vehicles and drivers.
• Manage department communications, including emails, phone calls, and internal memos.
• Schedule and coordinate meetings, trainings, and departmental events.
• Support daily routing and dispatching of buses, vans, or fleet vehicles to ensure timely operations.
• Maintain route and trip logs, ensuring accuracy and compliance with regulations.
• Monitor and communicate schedule changes, cancellations, and route adjustments.
• Assist with driver assignments, timekeeping, and substitute coverage.
• Track and record mileage, fuel usage, and maintenance needs.
• Maintain records of driver qualifications, DOT compliance, safety training, and background checks.
• Prepare and distribute reports on fleet utilization, maintenance, and safety incidents.
• Ensure compliance with federal, state, and local transportation regulations.
• Assist with audits, inspections, and documentation requests.
• Serve as a point of contact for parents, staff, and external partners regarding transportation inquiries.
• Address and resolve concerns professionally and efficiently.
• Communicate schedule updates, policy information, and service changes to stakeholders.
• Generate and analyze reports related to operations, routes, and performance metrics.
• Assist with technology integration, such as GPS tracking or student rider systems

Education/Experience Requirements

• Fluent writing skills, interpersonal and oral communication skills
• Organization skills and the ability to multi-task projects, people, and events effectively
• Must be a Notary Public or willing to become one
• High school diploma or GED required