Administrative Assistant - Dispatch

Job Summary And Purpose

This position provides clerical support as assigned. This role will have particular focus on contributing to effective notifications related to school bus delivery. Assisting with responses to public inquiries and preparation and distribution of written communications will also be a focus. Additional duties will involve the delivery of appropriate customer service to the department staff in person, online, and via telephone. Successful candidates will demonstrate strong attention to detail in record keeping and written communication and the ability to work well with colleagues and the public.

Work Objectives/Essential Functions

• Aid in delivering school bus information using established communication systems concerning busing status, to include delays, splits, and reassignments.
• Prepare, type, print, and distribute a variety of written materials through established communication systems (e.g., mass communication platform, emails, websites).
• Draft written communications from rough drafts, outlines, meeting notes, or verbal instructions.
• Provide copy-editing and other quality check support to colleagues.
• Maintain accurate, accessible archives of all communications.
• Provide regular communication and maintenance of Google calendars for the Administrative team.
• Collaborate with dispatch operation center staff regarding bus communication and changes that affect Transportation operations.
• Communicate bus driver and attendant absences, tardies, and no shows through proper channels.
• Welcome and screen visitors and callers.
• Identify needs of visitors and callers, address questions directly when possible, and triage requests to appropriate colleague(s).
• Respond to telephone calls received from school personnel and the general public.
• Aid other staff members as necessary to ensure an efficient transportation operation.

Education and Experience

• Education Attainment (Required): High School Diploma or its equivalent.
• Education Attainment (Preferred): Coursework or certifications related to clerical duties.
• Relevant Experience (Required): Two (2) years of professional experience.
• Relevant Experience (Preferred): Prior experience in clerical roles.

Knowledge

• Additional Knowledge, Skills, and Abilities: Appropriate professional English grammar, usage, spelling, punctuation, and publication.
• Skills: Operation of business equipment to include fax machine, copier, two way radio and multiple line phone system. Proficient in Microsoft Office and Google Suite. Meticulous attention to detail.

Abilities

• Deliver effective written and verbal communication.
• Manage time and tasks effectively.
• Demonstrate initiative and flexibility.
• Work cooperatively in a team environment to meet goals.
• Organize and perform work independently.
• Meet deadlines for all work even when working on multiple projects.
• Show sustained effort and enthusiasm in quality and quantity of work.

Core Expectations of All Stafford Schools Employees

• Engage in ongoing professional development relevant to position.
• Respond to written and oral requests for information promptly and thoroughly.
• Maintain a clean, neat appearance and dress appropriate to position and duties.
• Maintain a record of appropriate attendance and punctuality.
• Serve as a role model for students, colleagues, and the general public.
• Work in close harmony with supervisor(s) and colleagues.
• Comply with all division policies and regulations, including but not limited to guidelines for confidentiality and professional conduct, as well as all site-based procedures and protocols.

Weight Demands

• Lifting – 1–25 lbs: Rarely
• Lifting – 26–50 lbs: Occasionally
• Lifting – 50+ lbs: Frequently
• Carrying – 1–25 lbs: Rarely
• Carrying – 26–50 lbs: Occasionally
• Carrying – 50+ lbs: Frequently
• Pushing/Pulling – 1–25 lbs: Rarely
• Pushing/Pulling – 26–50 lbs: Occasionally
• Pushing/Pulling – 50+ lbs: Frequently
• Standing: Rarely
• Sitting: Occasionally
• Walking: Occasionally
• Reaching: Occasionally
• Turning/Twisting: Occasionally
• Balancing/Climbing: Rarely
• Stooping/Kneeling: Occasionally
• Crouching/Crawling: Rarely

Classification Details (Completed by Human Resources)

• Job Family: ADMINISTRATIVE ASSISTANT
• 185NE Calendar: SERVICE 185 DAY STAFF
• Pay Structure: CLERICAL SALARY SCALE
• Position: 914010010 & 914010011
• Fiscal Year: 2023
• FLSA Status: NON EXEMPT
• Job Grade: CP20
• Job Code: 0133
• Status: ACTIVE