School Bus Office Administration Lead
Department: School Bus
Reports to: Director of School Bus
Status: Non-Exempt
1. Job Purpose/Objective:
The primary function of this position is to provide administrative support and leading the School Bus Division. School Bus Admin Leads assist HR with retrieving SB employee docs for HR to process (payroll, billings, updates Criminal and Traffic abstracts, current DOT physicals, renewal of TB tests, etc.). Admin Leads are also responsible for providing leadership and direction for all School Bus employees, while encouraging a safe and smooth operation.
2. Essential Job Functions:
Incumbent may perform any or all of the following:
- Handle daily complaints- document, respond, follow through
- Monitor and ensure all routes are covered
- Update/change van and big bus schedules as needed when drivers call in sick, etc…
- Must be available to deal with employee concerns
- When Training Dept. calls schedule training for drivers (DDC, T19, CPR/FA classes) to meet contract specifications
- Upkeep daily employee profile
- Write-ups- ensure write ups re-documented and given to Admin. Clerk for filing
- Absences- all proper paperwork included with documentation
- Accidents- (use pink procedure forms)/ disciplinary problems (use marigold colored forms)
- Use pink employee request forms for time off
- Compliments/complaints
- Meet all contractual requirements for DOE
- Office duties:
- Calculate and input all employees’ hours for payroll
- Ensure all qualifying documents are updated and current
- Process all work orders and billings for maintenance
- Process Private school applications and passes
- Set up files for new hires / process out terminated employees
- Update daily charter logs
- Ensure that schedules and passes are sent out in a timely manner
- Attend all meetings – Staff
- Performs other related duties as assigned or requested.
3. Essential Skills (Minimum qualifications individual must possess when entering position) – i.e. skillsets, education, certifications, etc.
- High school diploma or General Education Degree (GED)
- 1-2 years’ experience within the school Bus department
- Must be able to work flexible shifts
- Communications Demands:
- Ability to write simple correspondence and memos
- Able to effectively present information in one-on-one and small groups
- Able to read, write, and speak English
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals
- Computer proficiency (able to utilize/manipulate programs- mail merge, spread sheets/ formulas, create charts, merge programs, etc.)
- Valid driver’s license, clean traffic, and criminal abstract
- First Aid, CPR certified
- Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form
- Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs
- Recognizes problems and responds, systematically gathers information, sorts through complex issues, seeks input from others, addresses root cause of issues, makes timely decisions, can make difficult decisions, uses consensus when possible, and communicates decisions to others
- Meets commitments, works independently, accepts accountability, handles change, sets personal standards, stays focused under pressure, meets attendance/punctuality requirements
- Deals with others in a straightforward and honest manner, is accountable for actions, maintains confidentiality, supports company values, conveys good news and bad
- Has good listening skills, builds strong relationships, is flexible/open-minded, negotiates effectively, solicits performance feedback, and handles constructive criticism
- Leads through change and adversity, makes the tough call when needed, builds consensus when appropriate, motivates and encourages others
- Sets challenging and productive goals for team, keeps team accountable for actions, provides leadership and motivation, provides resources and support, uses checkpoints and data to track progress, sets up systems and processes to measure results
- Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems
- Prioritizes well, shows energy, reacts to opportunities, instills urgency in others, meets deadlines
4. Working Conditions/Job Environment
- Air-Conditioned office
- Desk and chair
- General office equipment and supplies
- Medium work- exerting up to 50 pounds of force occasionally and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects
- Able to sit, stand and walk for long periods of time, must have excellent hand eye coordination
- Able to stoop, bend, lift and reach
- Able to work with moderate noise levels and fumes
- Must be able to work under all weather conditions
- Must convey detailed or important spoken instructions to other workers accurately
- Ability to receive detailed information through oral communication and make fine discriminations in sound
- The worker is required to have close visual acuity to operate machines and motor vehicles; as well as analyzing and preparing data and figures
- Some remote work may be necessary
The information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.
EEO Employer/Vets/Disabled
