Administrative Specialist na Shawnee Heights USD 450

Title: Administrative Specialist for Transportation, Buildings & Grounds

Schedule:  Monday-Friday / 261 days per year

Pay:  $18.72 - 21.29 per hour

Reports to:   Director of Support Services

Purpose and Objectives of the Position: The Administrative Specialist for TB&G provides office and clerical support to assist with the efficient operation of the Transportation, Buildings & Grounds Department and the school district.  In addition, this position works closely with the district’s Payroll and Accounts Payable clerks assisting in gathering/analyzing information. To accomplish these tasks, the Administrative Specialist works closely with all staff and administration in the district.

Essential Functions:

• Ability to provide office and clerical support to the Director of Support Services, Transportation Coordinator; Fleet Coordinator; Buildings & Grounds Coordinator; and Custodial Coordinator/Warehouse as well as other staff in the department and to assist with the efficient operation of the distict. 
• Ability to receive, calculate and compile Activity Trip Logs for all district employees certified to transport students.
• Ability to track all payroll changes for substitute drivers, including salary increases (annual, monthly and hourly); step increases, and longevity.
• Ability to generate monthly payroll spreadsheet for data entry into district payroll system.
• Ability to prepare monthly payroll long sheets for the payroll department and email long sheets to Transportation and district employees.
• Ability to ensure all activities conform to district guidelines.
• Ability to communicate and work effectively and cooperatively with members of the school district and community.
• Ability to utilize and different databases used in Transportation and the district.
• Ability to record and keep current student transportation data through the Greenbush website for the Special Services Department.
• Ability to work to implement the vision and mission of the district.

Physical Requirements/Environmental Conditions:

• Requires prolonged sitting or standing, and use of equipment including repetitive motions and computer eye fatigue.
• Must occasionally work in a noisy and crowded environment, with numerous interruptions.
• Ability to obtain a CDL is a plus.

General Responsibilities:

• Ability to compose correspondence as necessary.
• Ability to screen incoming calls and recorded messags.
• Ability to greet and screen visitors. 
• Ability to obtain, organize and record pertinent data.
• Ability to maintain an organized filing system and confidential files.
• Ability to process incoming correspondence.
• Ability to perform bookkeeping tasks associated with position.
• Ability to create and maintain inventories/equipment maintenance logs.
• Ability to maintain a schedule of appointments and make arrangements for conferences and interviews.
• Ability to respond to information requests in a cooperative, courteous, and timely manner.
• Ability to provide support to all transportation, buildings and grounds personnel.
• Ability to perform other tasks and assume other responsibilities as directed by the Director of Support Services.
• Ability to utilize the district’s communication systems in the areas of transportation, buildings and grounds.
• Ability to assist transportation employees according to district policy for the safety of our students.

Knowledge, Skills and Abilities Required:

• High School diploma or equivalent.
• Two years’ office and Administrative Assistant experience preferred with excellent customer service skills.
• Proficiency in keyboarding, word processing, proofreading with attention to detail, bookkeeping/recordkeeping and file maintenance skills.
• Proficient use of various computers, computer programs; various office machines and telecommunications equipment.
• Proficiency in Microsoft Office programs with a strong emphasis in Excel and advanced Excel applications.
• Knowledge of school district organization, operations, and administrative policies a plus.
• Excellent organizational, communication and interpersonal skills.
• Knowledge of payroll, recordkeeping/bookkeeping procedures.
• Ability to observe and follow all school district policies at all times.
• Ability to react to change and frequent interruptions in a productive and positive manner, meeting deadlines as assigned.
• Must verify good health by passing a physical examination, which includes TB and drug test as required.
• Desire to continue career improvement by enhancing skills and job performance.
• Ability to keep student and personnel information and records confidential.

Terms of Employment: At Will. Salary to be established by the Board.

Evaluation: Performance of this job will be evaluated in accordance with the provisions of the USD 450

Board of Education’s policy on Evaluation of Professional Personnel and this job description.