Reports to: Director of Transportation Location: Transportation

Bargaining Unit: Full-Time Teamsters FLSA Status: Non-Exempt

Classification: Secretary

Job Summary:

The transportation secretary position is responsible for providing timely and accurate staff administrative and policy support. This position will offer a wide range of secretarial support with an emphasis on responding to phone calls and emails, assisting with inventory and ordering, processing payroll, multiple expense reports, scheduling meetings, minute taking, supporting a variety of billing duties, managing employee records, and other duties in support of the efficient functioning of the department. They are responsible for ensuring accuracy and compliance with financial regulations and assisting with budget preparations and financial forecasting. The role requires strong organizational skills, proficiency in accounting software, and effective communication abilities to liaise with various departments and external agencies.

Required Qualifications:

● High School Diploma or equivalent.

● Ability to set up and maintain an accurate filing system-electronic and paper.

● Knowledge of general secretarial procedure.

● Demonstrated ability to communicate effectively, possess awareness (of self and others), listen actively, be patient, incorporate humor/lightheartedness into work, be empathetic, and be customer service oriented.

● Ability to work efficiently in a fast-paced environment with frequent interruptions and changing priorities while consistently producing accurate and timely work.

● Ability to accurately and efficiently enter data and keep up to date records.

● Ability to prioritize work assignments and meet rigid deadlines while working independently with minimal supervision.

● Effective problem-solving skills and ability to take initiative to improve systems and structures.

● Demonstrated outstanding customer service skills, via phone, in person and email.

● Ability to support the District’s vision, mission, and goals including the belief that all students can succeed.

● Ability to maintain a positive attitude.

● Proficient skills in the use of Microsoft Office and applications and Google Suite and other financial software programs.

● Ability to be a cooperative team member and maintain a positive, solution-focused, professional attitude.

● Ability to function in a calm, efficient, courteous manner under stress and to exercise careful judgment, confidentiality and tact in the performance of duties.

● Ability to establish and maintain professional relationships both internally and externally.

● Ability to act in an ethical and confidential manner in all aspects of employment.

● Ability to occasionally communicate with distraught or upset individuals.

● Ability to perform the essential functions of the position with or without reasonable accommodations.

Preferred Qualifications:

● Experience working in a school transportation office or similar setting.

● Experience working in databases and creating spreadsheets.

● Knowledge of basic and complex accounting principles.

● Ability to speak Spanish.

● Experience working with people from diverse backgrounds

● Associate’s Degree or higher.

● Grant writing and management experience.

Essential Functions:

● Handle and process incoming invoices and payments and ensure timely processing.

● Preparing and processing employee payroll and ensuring accurate calculations of wages.

● Managing and auditing expense reports, verifying compliance with company policies, and ensuring accurate reimbursements.

● Maintains accurate financial records in compliance with legal and regulatory requirements.

● Acting as a point of contact between the accounting department and other departments, suppliers, and clients to resolve financial queries and issues.

● Prepare periodic reports including profit and loss statements, balance sheets, and cash flow statements, to support decision-making and performance evaluations.

● Inventories and maintains department equipment and materials.

● Tracks staff paperwork completion to ensure compliance with state and federal timelines

● Ensures records are maintained in compliance with applicable Records Retention Schedules.

● Monitors retention schedules for changes and updates staff on changes as appropriate.

● Maintains legal files for the Transportation and Maintenance shop.

● Responds to inquiries of staff, the public, families, and/or students.

● Supports tracking of departmental budgets.

● Processes documents and materials (e.g. schedule, agendas, mail, etc.) for the purpose of disseminating information to appropriate parties.

● Stays current on policies and laws related to the position.

● Develops and maintains collaborative and transparent relationships with other district staff, families, and community partners.

● Completes all documentation as required by law or prescribed by the Director of Transportation.

● Attends staff and other professional meetings as appropriate or directed.

● Uses and integrates technology in the office setting.

● Other duties as assigned.

Salary: $31.67- $36.71 per hour, depending on experience

Work schedule: 8:00 am-4:30 pm, M-F, 260 days per school year

Benefits:

Fifteen paid holidays; twelve sick leave and three personal leave days; health benefits including medical, dental, vision, life insurance, and long-term disability insurance; State retirement; other fringe benefits as allowed under the Full-Time Teamsters Collective Bargaining Agreement.

Application Procedures:

Anyone interested in this position should apply through edjobsNW.org AND submit a letter of interest to Gibb Kingsley, Director of Transportation at gkingsley@centralia.wednet.edu. Current employees of Centralia School District need only to send a letter of interest to Gibb Kingsley.

Centralia-Transportation Secretary