JOB TITLE:   Secretary    

REPORTS TO:  Director of Transportation    

DEPT. /SCHOOL:  Transportation                   

DUTY DAYS: 223

WAGE/HOUR STATUS: Non-Exempt                          

DATE REVISED: 3/9/2025

PRIMARY PURPOSE:

Support transportation operations by providing essential administrative support to ensure the efficient operation of the office, including managing schedules, coordinating meetings, preparing correspondence, and preparing invoices for payment and payroll. The individual in this position must also hold a valid Class B Commercial Driver's License (CDL) with Passenger (P) and School Bus (S) endorsements in order to support transportation operations when needed.

QUALIFICATIONS:

    Education/Certification:

• High School Diploma or GED, preferred but not required
• Must be at least 21 years of age
• Valid Texas Driver's License and ability to obtain Texas Commercial Driver's License, Class B, (P) Passenger and (S) School Bus Endorsements within 90 days.
• Maintain an acceptable MVR-Motor Vehicle Report, in accordance with the Texas school bus driving record evaluation system
• Must pass annual mental and physical exams required by Texas DPS
• Successful completion of 20 hr. Texas Department of Public Safety Certification Course

    Special Knowledge/Skills:

• Demonstrate ability to remain calm and professional in an environment with frequent interruptions
• Ability to interact with a diverse group of individuals courteously and tactfully, establish and maintain effective working relationships
• Ability to handle problems and stressful situations tactfully and apply proactive problem-solving skills
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals
• Ability to use routing computer software to obtain student transportation information as needed
• Ability to appropriately communicate with students, teachers, parents and members of the community
• Ability to work evenings or weekends as needed
• Ability to have clearance on a criminal history check
• Ability to have acceptable references
• Ability to have an acceptable driving record

    Experience:

• Previous dispatch experience 
• Previous secretarial experience
• Must be at least 21 years of age

MAJOR RESPONSIBILITIES AND DUTIES:

1. Receive incoming calls, field inquiries and/or direct to appropriate staff
2. Answer general questions and requests that fall within the level of responsibility
3. Welcome all visitors and maintain effective rapport with general public and handle any concerns or complaint in a prompt courteous manner
4. Prepare correspondence, memorandums, requisitions and reports for transportation
5. Maintain physical and electronic department files
6. Perform routine office tasks, including emailing, scanning and placing department repair orders
7. Organize, maintain and order office equipment and supplies
8. Prepare mis-punch sheets, overtime approval and justification sheets and ensure payroll is ready for approval of all employees within the transportation department in accordance with the timelines set by the Payroll Manager
9. Prepare purchase orders, gather and input invoices in our current finance software program for the transportation department to submit for payment
10. Receive, sort and distribute mail and other documents
11. Participate in meetings including presenting
12. Maintain a schedule of appointments and interviews for the director
13. Prepare new hire paperwork for Human Resources
14. Set appointments with fingerprinting company for new hires
15. Prepare travel requests for professional development for members of the transportation department
16. Conduct queries for new hires and annual for the FMCSA Drug and Alcohol Clearinghouse
17. Point of contact for our medical management company to perform, pre-employment and random drug testing and driver physicals
18. Set up training classes for the department with outside sources such as; CPI, First Aid and CPR classes
19. Have established and maintained regular and reliable attendance and punctuality records
20. Maintain confidentiality at all times
21. Stay up to date professionally through the selection of quality staff development opportunities for professional growth
22. Research district policy, precedent and current practices prior to to taking action
23. Participate as an effective team member who contributes to district, department and content goals
24. Demonstrate integrity and ethics
25. Utilize time wisely for effective management of job responsibilities
26. Maintain punctuality in daily work times, appointments and meetings
27. Meet task completion deadlines established by the director
28. Maintain friendly customer-service-driven interactions with all stakeholders, students, teachers, administrators and co-workers
29. Work cooperatively with co-workers and supervisors to ensure that the Splendora ISD mission, vision, core principles and learner profile are met
30. Maintain a positive and professional tone in all communication (email, written or verbal)
31. Drive white fleet bus route or aide on a special needs route at any time needed
32. Perform other duties and accept other responsibilities as assigned

SUPERVISORY RESPONSIBILITIES:

    None

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

Tools/Equipment Used: Standard office equipment including computer, telephone, copier,  two-way radio, safety equipment including but not limited to flare, reflective signs and fire extinguishers

Posture: Frequent standing; frequent kneeling/squatting, bending/stooping, pushing/pulling and twisting; work in tiring and uncomfortable positions.

Motion: Frequent walking; frequent climbing, grasping/squeezing, wrist flexion/extension and overhead reaching; frequent driving.

Lifting: Heavy lifting and carrying (45 pounds and over) on a daily basis.

Environment: Work outside and inside, on slippery or uneven walking surfaces; frequent exposure to extreme hot and cold temperatures, dust, toxic chemicals and materials, noise, vibration and electrical hazards; may work in tight or enclosed spaces; may work alone; regularly work irregular hours; occasional prolonged hours.

Mental Demands: Maintain emotional control under stress.