Senior Administrative Assistant

Position Type:
Secretarial/Clerical/Senior Administrative Assistant
Date Posted:
10/30/2023
Location:
TransportationFLSA Status: Non-exempt
Grade: 10 (Educational Support)
Revision Date: September 19, 2023
Location: Operations
Job Summary
This position performs a variety of responsible, diverse, and complex clerical duties and services in support of the Transportation Department. Performs payroll entry and verification duties for Transportation.
Duties and Responsibilities

• Assists the Operations Department in handling telephone calls and visitors to the building.
• Maintains the Transportation Department electronic employee database and confidential paper files.
• Performs budget monitoring and tracking and accounts payable/receivable functions to include billing outside agencies for services.
• Tracks employee leave and the attendance calendar. Brings low balance and attendance issues to the supervisor's attention. Monitors the electronic timekeeping system daily for missed punches, absences, overtime and trends. Responsible for supplemental payroll and budget code information into timekeeping system.
• Maintains lists of FMLA and Worker's Comp issues to ensure compliance with paperwork requirements. Assists staff with obtaining the proper forms necessary.
• Maintains the WJCC Pool Vehicle requests and the WJCC Fuel credit card account. Assists the Director of Transportation with compilation of data necessary for monthly reports. Maintains data in preferred format for dissemination to other departments. Maintains office supply inventory and office machines. Orders replacement and/or repairs as needed. Composes automated messages for Transportation staff using the Phone Blast System.
• Coordinate and assist with writing specifications for functional changes to panels, screens and tables for time and attendance.
• Assists with coordinating and conducting training for bus drivers to use new and updated technologies associated with time and attendance.
• Assists in resolving technical issues regarding systems associated with administrative systems to include time and attendance.
• Assists in developing and maintaining the Transportation Operations Manual.
• Designs, publishes, and maintains reports to meet the needs of end users; assist with the development of reports and queries, as required.
• Coordinates and collaborates with technology vendors and contract personnel to maintain the integrity of administrative systems and ensure the seamless delivery of services.
• Assists in updating the WJCC Transportation Website annually or as required.
• Assists drivers and aides with Email accounts (password updates as required). Assists drivers and aides with ESS (paystub's and W2's).
• Assist drivers and aides with Safe Schools mandatory online training.
• Models the WJCC Strategic Plan Values: Individualism, Integrity, Innovation, Accountability and Collaboration.
• Performs other duties as assigned.
• Performs Bus Aide duties periodically.

Minimum Qualifications (Knowledge, Skills and/or Abilities Required)

• Possession of a high school diploma or GED certificate, supplemented by considerable Administrative Assistant experience, preferably in a highly diverse office environment.
• Experience with Microsoft Office programs and familiarity with, or adaptability to learn, time management and funds/requisitioning programs and practices.
• Ability to operate a variety of office equipment.
• Successful completion of a keyboard/computer program test if requested.
• Ability to be discreet and maintain confidentiality in all matters.
• Ability to communicate effectively, both orally and in writing, with internal and external communities.
• Ability to interpret and follow oral and written instructions and directions.
• Ability to work independently.
• Ability to establish and maintain harmonious working relationships with co-workers, staff, parents, and the general public.

Supervision Exercised
None
Supervision Received
Performs duties under the general supervision of the Director of Transportation.
Working Conditions and Physical Requirements
Busy office environment with unpredictable workload, frequent interruptions, short deadlines and changing/ competing priorities. Frequent contact with parents, students, staff, outside agencies, and the general public. Must have the ability to: sit for extended periods of time; exhibit manual dexterity to enter data into a computer; see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; lift up to 25 pounds. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions of the job.
This job description in no way states or implies that these are the only duties to be performed by this employee. The incumbent will be required to follow any other instructions and to perform any other related duties as assigned by the principal or appropriate administrator. WJCC Public Schools reserves the right to update, revise or change this job description and related duties at any time.