Job Title:        Transportation Secretary/Dispatcher                 Wage/Hour Status: Non-Exempt - 226 days

Reports to:     Director of Transportation & Fleet Services        Pay Grade:  Aux Bus 2

Dept./School:  Transportation                                               Date Revised:    8/2023

Primary Purpose:

Assist with daily operation of transportation office and provide clerical services to the Director of Transportation and support staff.

Qualifications:

Education/Experience:

High School Diploma

One to three years secretarial experience

Possess a valid Texas Commercial Driver License (CDL), or obtain within 3 months of employment

Special Knowledge/Skills:

Effective organization, communication, and interpersonal skills

Proficiency in software applications, efficiency and accuracy in keyboarding, detail oriented, and overall ability to multitask and problem solve in a fast-paced environment

Knowledge of budget, bookkeeping, and payroll processes preferred

Have knowledge of motor vehicle laws as they pertain to school buses

Ability to work together as a team with spirit of cooperation

Previous experience with routing software preferred

Knowledge of Mid-Cities (Grapevine, Colleyville, Southlake, Hurst, Euless, Bedford) area preferred

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 compliant in 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 faxing, emailing, print order requests and scanning.
7. Organize, maintain and order office equipment and supplies.
8. Compile pertinent data to prepare various required state and local reports.
9. Maintain vehicle records including odometer readings and vehicle registrations.
10. Perform routine bookkeeping tasks to maintain department budget records.
11. Assist Director with budget preparation & maintenance.
12. Assist with the preparation of purchase orders and payment authorizations and work closely with purchasing department on purchasing procedures.
13. Receive, sort, and distribute mail and other documents.
14. Participate in meetings and training sessions as designed by district staff.
15. Develop professional skills and knowledge appropriate to the job assignment
16. Maintain a schedule of appointments and make arrangements for conferences and interviews.
17. Serve as a dispatcher.
18. Schedule all daily driving and bus monitor assignments.
19. Maintain and schedule all district shuttles.
20. Keeps a daily operation summary for the dispatch area. 
21. Maintains log on all route related incoming phone and radio calls. 
22. Maintains radio contact in regards to route designations with route buses and relay pertinent information. 
23. Keeps calm in busy office environment and in midst of emergency situations. 
24. Support field trip operations. 
25. Advise drivers on routes and schedule during route time or field trips
26. Receiving emergency and non-emergency calls and record significant information
27. Monitor route status to coordinate and prioritize scheduling
28. Use of GPS and RFID software
29. Assign Sub Buses for routes
30. Drive bus on routes during times of high absenteeism as needed, ensuring that operational, student management, and safety procedures are adhered to.
31. Demonstrate knowledge and support of Districts policies and procedures in pupil transportation.
32. Maintain current CDL with S and P endorsements.
33. Maintain and promote confidentiality.
34. Regular and consistent attendance.
35. All other duties as assigned.

Equipment Used:

            Computer, printer, copier, fax, scanner, two-way radio, and calculator

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress

Demonstrate patience and flexibility in changing job demands, and when interacting with staff, visitors, and public.

Repetitive hand motions, prolonged use of computer and continuous sitting.