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Facilities and Transportation Administrative Assistant

Richfield Public Schools
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Richfield Public Schools ISD 280

JobID: 5088

https://www.applitrack.com/richfieldmn/OnlineApp/default.aspx

 

Position Description


 

SECTION I: GENERAL INFORMATION


 

Position Title:  AA3-  Facilities & Transportation Administrative Assistant 

Department: 

Facilities & Transportation

Reports to: Director of Facilities & Transportation

FLSA Status:  Non-exempt

Classification: Administrative Assistant 3

Bargaining/ Work Unit: Administrative and Management Support Professionals


 

Position Last Updated: October 2024

Next Position Description Update:

 

SECTION II: JOB SUMMARY
 

Provides district wide support to the Facilities and Transportation department.  Primary district wide contact for special transportation.  Administrative Assistant oversees office functions in order to support administration and staff to sustain an efficient school district that will benefit students and their families.

 

SECTION III: DUTIES AND RESPONSIBILITIES
 

Duty/ Responsibility Number:

1

Statement of Duty/ Responsibility:


 

Coordination of Special Transportation  

Percent of Time:

40%

 

Tasks involved in fulfilling above duty / responsibility:

  • Coordinates, arranges and maintains contracted transportation services for the students eligible for special transportation, such as Special Education, Homeless Highly Mobile and Foster Care. This includes managing the transportation services within the contractor transportation routing system.
  • Serves as the primary point of contact for teacher, parent and student questions relating to special transportation bus routes and information.
  • Manages student behavior issues to provide the best possible transportation for each student which may include moving students from different contracted providers
  • Work closely with special education teachers, social workers and support staff to problem solve issues relating to transportation schedules, safety and behavior.
  • Maintain detailed records of student transportation accommodations, routes and state aide categories with a high level of confidentiality and discretion.
  • Track and reconcile all vehicle mileage for all contractors and in-house vehicles for year end MDE report.
  • Track, compile and submit detailed annual reports for the Minnesota Department of Education.
  • Assist the Transportation Coordinator and Assistant Transportation Coordinator with day-to-day transportation tasks including communication with drivers, behavior management and dispatching.

 

 

Duty/ Responsibility Number:

2

Statement of Duty/ Responsibility:


 

Non-Public Transportation

Percent of Time:

15%

  • Process Pay to Ride forms, communicate with parents, Transportation Coordinators and setup monitoring
  • Work with non-public school students, families, schools and contractors to organize transportation. Calculate mileage from inside the district to our district border for each student. Maintain reporting data for MDE and learn their policies and procedures.

 

Duty/ Responsibility Number:

3

Statement of Duty/ Responsibility:

 

Department Operations

Percent of Time:

25%

 

  • Processes time sheets, compiles absence reports and cards expeditiously and with accuracy and submit with the business office
  • Works with the Director to coordinate leave requests for Facilities staff
  • Enters data into various district computer programs, edits material for accuracy, and extracts summary reports as required.
  • Invoice coding for the facilities and transportation department (or Prepares invoices, manages payment plans, processes deposits and basic program accounting)
  • Takes notes and participates in the Facilities and Transportation meetings
  • Generates purchase orders, purchase order reports and tracks delivery of orders.
  • Assists with staff hiring, training and preparation of interview materials
  • Track mileage throughout the school year for Transportation Report
  • Review and update the Facilities and Transportation website page to ensure accuracy in all aspects of the department.
  • Enter energy data to B3 Benchmark program monthly
  • Assist the Director with special projects as needed
  • Assist as appropriate with open houses for transportation


 

Duty/ Responsibility Number:

4

Statement of Duty/ Responsibility:

Office Administrative Duties

Percent of Time:

20%

 

Tasks involved in fulfilling above duty/ responsibility:

  • Provides information and assistance to staff members to help create an inviting work environment.
  • First point of contact for department/operational issues
  • Assists with the work of co-workers, as needed or directed, to benefit with the efficient operations of the department.
  • Maintain and order office equipment including monitoring supplies (toner, staples and repairs)
  • Review and approve general maintenance and custodial orders from suppliers
  • Supports the Director of Facilities and Transportation related to data and reporting needs, meeting coordination and other needs as requested.
  • Performs other assigned comparable or transient duties that are within the area of knowledge and skills described by this job description.

     

SECTION IV: KNOWLEDGE, SKILLS, AND ABILITIES 

Knowledge:

  • General knowledge of workings of school transportation systems
  • Demonstrate knowledge of the community and its diversity
  • Develops and maintains a current knowledge of the District’s policies, protocols and procedures that apply to this position so that work responsibilities can be performed purposefully, confidentially and independently within the position authority and responsibility parameters


 

Skills:

  • General typing skills of 50 words per minute or greater with minimal errors.
  • Demonstrated skills in computer word processing, database, and spreadsheet applications with work that shows a high degree of accuracy.
  • Excellent telephone communication skills and ability to work with the public in resolving concerns.
  • Excellent command of the English language both in writing and speaking skills.
  • Strong interpersonal skills and the ability to work effectively with their supervisor in setting and accomplishing desired objectives.
  • High level of efficiency, organization, attention to detail, teamwork, flexibility, resourcefulness, strategic thinking, persistence, follow-through, time management and decision-making
  • Supporting and upholding a positive work environment.
  • Comfortable using technology and learning new systems.
  • Ability to speak spanish and/or other languages is a plus



 

Abilities:

  • Demonstrated ability to work independently, organize work schedule, multi-task and adhere to deadlines.
  • Ability to relate positively to a wide range of individuals with diverse cultural backgrounds and to adapt to new or changing procedures.
  • Demonstrates an ability to maintain and promote strict confidentiality.
  • Positive and cooperative attitude and ability to work as a team.
  • Ability and willingness to work with the community, students, parents, and employees in a friendly and helpful manner
  • Ability to follow written and oral instructions.
  • Ability to read, update and maintain various records and files.
  • To establish and maintain effective working relationships with staff and the community.
  • To communicate clearly and concisely both in oral and written form.
  • To manage multiple responsibilities
  • To maintain regular attendance and provide proper notice of leave.
  • To be flexible with departmental hours as needed

 

                            SECTION V: EDUCATION/CERTIFICATION REQUIREMENTS


 

  • High School Diploma or its GED equivalent, post-secondary training desirable.

     

SECTION VI: EXPERIENCE REQUIREMENTS
 

  • A minimum of two years of clerical experience with duties and responsibility similar to those stated for this position with demonstrated performance of the qualifications identified.  Previous experience in K-12 school environments is a plus.

     

SECTION VII:  PHYSICAL REQUIREMENTS & WORK ENVIRONMENT


 

Physical Requirements:

  • Required to be able to sit, speak, hear and use hands.
  • Mobility within the office setting.
  • The specific vision requirements of the job include good close vision, color vision, peripheral vision, depth perception and the ability to read written or typed information and to adjust focus.
  • There may be some lifting and moving of office materials or equipment typically less than 50 pounds.
     

Work Environment:

  • The noise level in the work environment is usually moderate.
  • The employee must work with the public, staff and supervisors.
  • The employee will routinely work indoors.
  • Ability to work overtime or flex schedule as required   
  • Inner district travel may be required


 

SECTION VIII: COMPETENCIES AND/OR VALUES COMMON TO ALL POSITIONS

 

  • A clear and demonstrated commitment to the District mission.  Richfield Public Schools inspires and empowers each individual to learn, grow and excel.
  • Perform assigned responsibilities in a manner consistent with the District’s established Core Values.
  • Advance the District’s mission and values through careful attention to the key issues of Learning, Environment, and Resources.
  • Demonstrates loyalty to the position, Director and to the department

    https://www.applitrack.com/richfieldmn/OnlineApp/default.aspx