Facilities and Transportation Secretary at Bismarck Public Schools

Bismarck Public Schools is accepting applications for a Facilities and Transportation Secretary.This is a full-time 12 month position.Purpose StatementThe Facilities and Transportation Secretary provides clerical and operational support to ensure the efficient functioning of theFacilities and TransportationDepartments. This position assists with daily secretarial duties supports routing and scheduling functions under the direction of the Facilities and Transportation Director and serves as a backup during Router absences to maintain continuity of service. The role requires strong organizational communication and problem-solving skills as well as the ability to work collaboratively with staff parents and transportation contractors.Supervisory RelationshipReports to: Facilities and Transportation DirectorEssential FunctionsData Compilation: Compile data from various sources (e.g. student information time sheets calendars expenditures/budget Internet research) to prepare reports make recommendations and provide information for assigned administrators.Record Maintenance: Maintain a variety of manual and electronic document files and records (e.g. budget data employee records financial records) to provide up-to-date information and historical reference in accordance with administrative guidelines and legal requirements.Report Preparation: Prepare reports documents and correspondence of both confidential and non-confidential nature (e.g. letters memorandums meeting minutes charts) to document activities and convey information.Inquiry Response: Respond to inquiries from internal and external parties (e.g. staff parents students public agencies) to provide information facilitate communication and assist with direction.Procedure Presentation: Present information on administrative procedures (e.g. department/program policies) to orient new personnel and disseminate information to existing personnel.Advisory Role: Advise buildings schools families and drivers of bus and/or route changes delays and emergencies.Field Trip Coordination: Assist with the coordination of field trips and related questions ensuring open communication and efficient use of district resources.Route Maintenance: Assist in maintaining routes for special needs SIT BECEP Head Start and summer school.General Route Assistance: Assist with general education routes.Liaison Role: Act as a liaison between schools providing support as needed.Emergency Assistance: Assist mechanics and drivers during bus breakdowns and emergencies.Software Maintenance: Maintain dispatch and field trip software programs and systems.Route Design: Assist with coordinating and implementing routes effectively efficiently and in a financially appropriate manner.Department Awareness: Be aware of ongoing activities in the department to handle emergencies interruptions and changing needs.Communication: Answer phones and radio; take messages greet visitors and handle radio dispatch.Emergency Response: Assist during district emergencies.Adhere to School Policies: Follow school policies and procedures.Attendance: This position requires prompt and consistent attendance.Perform Other Duties: Perform additional duties as assigned to support the effective operation of the work unit.Job Requirements: Minimum QualificationsSkillsOperating office equipment and softwarePlanning and managing projectsPerforming budgetary payroll and administrative tasksCompiling information for reportsComposing correspondenceKnowledgeBasic math and technical informationGrammar and punctuationBookkeeping principlesBusiness telephone etiquetteCommon office machinesAbilitiesSchedule activities and gather dataUse job-related equipmentWork with diverse individuals and dataCommunicate effectivelyMaintain confidentialityMeet deadlines and set prioritiesWork as part of a teamHandle interruptionsBuild positive relationships with staff parents and studentsResponsibilityWork under limited supervision using standardized practices and methods. Assist others within a small work unit. Monitor budget expenditures. Utilize resources from other work units as needed. Impact the organizations services continually.Work EnvironmentPhysical demands include some lifting carrying pushing and pulling; stooping kneeling crouching and crawling; and significant fine finger dexterity. The job generally requires 80% sitting 10% walking and 10% standing. Conditions include some exposure to the risk of injury and/or illness.ExperienceJob-related experience with increasing levels of responsibility is required.EducationTargeted job-related education with study in a job-related area.ClearancesCriminal justice fingerprint/background clearance.FLSA StatusNon-ExemptSalary GradeSN Key Skills Employee Evaluation,Facilities Maintenance,Maximo,Facilities Management,HVAC,Mechanical Knowledge,CMMS,Maintenance Management,OSHA,Maintenance,Cordova,Supervising Experience Employment Type : Full-Time Experience: years Vacancy: 1