Office Manager (26-27 SY)- Transportation

Irving Independent School District

Office Manager Transportation

Primary Purpose: Facilitate the efficient operation of the Transportation department; maintain a professional work environment and perform the clerical duties necessary. Process and balance Budget for Transportation department and other assigned Budget operations. Communicate with employees and managers regarding purchase orders, handling of all office duties, as necessary.

Qualifications:

Minimum Education/Certification: High School Diploma or GED

• Excellent communication and public relations skills.
• Proficient skills in typing, Excel, word processing, and other computer applications.
• Ability to accurately complete complex mathematical calculations.
• Ability to maintain accurate and auditable records.
• Bilingual preferred

Minimum Experience: Three (3) years managerial experience or other equivalent experience or background.

Major Responsibilities and Duties:

• Serve as department secretary: Organize and maintain departmental files for the Transportation department.
• Receive, sort, and distribute mail, documents, and materials to the department staff.
• Screen incoming telephone calls, providing information when appropriate and directing calls to the Transportation Department.
• Receive incoming calls and take accurate messages.
• Make travel arrangements for department staff.
• Assist in compiling information to be used in various administrative reports.
• Maintain, revise, and create department forms, as directed.
• Respond to incoming emails from IISD parents and staff regarding Transportation, as well as provide parents with their child's student routing information.
• Provide the best customer service to all personnel and stakeholders.
• Run YTD Budget Report
• Handle Data for Transportation Service Report
• Communicate and ensure all data is accurate to the Transportation Director.
• Manage and maintain the fiscal school year budget.
• Quarterly meeting with the Chief of Services for review/changes to budget.
• Ensure an accurate budget for the upcoming school year.
• Create purchase orders
• Staying on track with the inventory received items and file and maintain all purchase orders.
• Prepare and organize Contract Review Form
• Prepare and organize Waiver of Inter-Local Comparisons.
• Generate invoices for contracted ride services such as: HopSkipDrive and EverDriven.
• Prepare Credit Card Form and make credit card payments for the Transportation department.
• Keep updated records of all Transportation Services contracts.
• Oversee the contract review process for new and renewing Transportation contracts.
• Acquire pricing and quotes from vendors for purchasing of items/events
• Request and monitor ETA of items
• Handle shipping issues with missed or damaged items.
• Verify and confirm vendor received payment
• Maintain and update vendor files in the Munis System.
• Order department supplies and enter data into all on-line systems.
• Daily interactions with Transportation personnel pertaining to transportation supply requests.
• Handle all preparation of Travel Forms
• Register employee for events
• Book lodging and flights for employees
• Prepare and submit meal, mileage, and lodging Travel advancement pay.
• Reconcile travel receipts with the estimated cost and submit to Accounts Payable Travel Clerk.
• Reserve date and location with vendors (if applicable)
• Create Purchase Order for materials or supplies needed for the event/meeting
• Coordinate agenda for the event
• Orchestrate the set up and function of the event/meeting.
• Manage time off request for Transportation Exempt employees
• Submit Facility Work order request for Transportation
• Handle monthly board highlights
• Adhere to the Professional Code of Ethics and District policies.
• Other duties as assigned.

Supervisory Responsibilities: None

Equipment Used: Computer, telephone, fax, calculator, and copier.

Working Conditions: Reading; ability to concentrate through continuous interruptions; ability to communicate (verbal); maintain emotional control under stress; Repetitive hand motions; prolonged use of computer; prolonged sitting.

Safety: Perform all duties in a safe and responsible manner. Observe all safety precautions.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.