Office Specialist - Transportation

Office Specialist - Transportation

Job : 5070607 Final date to receive applications: Posted until filled Posted: Mar 31, 2025 12:00 AM (UTC)
Starting Date: To Be Determined

Pay Grade: Grade AC

Department: Transportation

Accountable To: Director of Transportation

FLSA Status: Non-exempt

Creation/Revision Date: March 31, 2025

Summary: Under general direction, incumbent(s) performs clerical duties to include demonstrating quality customer service by answering telephone calls, greeting visitors, directing inquiries to appropriate personnel, and responding to inquiries regarding the operations of the Transportation Department. Incumbent(s) manages the timekeeping system for transportation staff, develops and generates reports, assists with the hiring of personnel, maintains filing systems, and serves as a reserve bus driver.

Essential Functions:

• Answers and screens telephone calls, directs inquiries to appropriate party, greets visitors with a pleasant and supportive demeanor, responds to inquiries about the operations of the Transportation Department, and identifies sensitive issues and brings them to the immediate attention of the Director of Transportation.
• Manages the timekeeping system for transportation staff by inputting and monitoring work schedules, handling job codes, preparing weekly reports, inputting time corrections and leave time, monitoring tardiness and absenteeism, and maintaining records. Provides employee time issues to the Director of Transportation.
• Makes corrections and adjustments necessary for accurate records and information including adding or correcting vendor, delivery and accounting information on purchase orders; entering budget adjustments; performing journal entries for incorrect coding and amounts; showing cash deposits; correcting benefit claims; reconciling revenues with deposits; and, reconciling expenditures with processed checks.
• Reviews, records, and reconciles daily reports, establishes detailed spreadsheets; and develops monthly and annual reports to complete Federal and/or State reporting requirements of all programs within the Transportation Department. Organizes and formats data into meaningful information to be included in weekly, monthly, and annual reports.
• Assists with the hiring of transportation personnel by being a member of the interview panel, completing reference checks, and completing new hire paperwork required by the Human Resources Department. Maintains contact with the Human Resources Department regarding new hire paperwork and clearance.
• Maintains filing systems by creating file folders and labels, distributing paperwork and files to appropriate filing system, and organizing files. Removes active files to archives and removes archived files under the direction of the Director of Transportation.
• Assists the Director of Transportation by preparing correspondence, memos, newsletters, bulletins, and reports. Assists with the development and arrangement of the transportation handbook. Opens and sorts mail and assists with the preparation of staff meetings to include preparing agendas, keeping minutes, and tracking attendance.
• Performs online requisitioning for the Transportation Department. Follows up on orders placed, resolves problems, and verifies receipt of items. Monitors and inventories supplies.
• Serves as a reserve bus driver to include transporting students to and from school, conducting pre‑trip inspections of buses, ensuring buses are safe and presentable, maintaining discipline, and preparing incident documents when appropriate.
• Performs other job related duties as required.

Required Qualifications:

• High School diploma or equivalent (G.E.D.) prior to being hired.
• One year of office‑related experience.
• One year of transportation experience.
• Possession of Arizona Department of Transportation Commercial Driver’s License with passenger and school bus endorsement.

Preferred Qualifications:

• Two years of work experience in a public school system.

Knowledge and

Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of…