Administrative Assistant - Dispatch

Stafford County Public Schools•Fredericksburg, VA

3d•Onsite

About The Position

This position provides clerical support as assigned, with a particular focus on contributing to effective notifications related to school bus delivery. The role involves assisting with responses to public inquiries and the preparation and distribution of written communications. Additional duties include delivering appropriate customer service to 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.

Requirements

High School Diploma or its equivalent
Two (2) years of professional experience
Appropriate professional English grammar, usage, spelling, punctuation, and publication.
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.
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.

Nice To Haves

Coursework or certifications related to clerical duties
Prior experience in clerical roles

Responsibilities

Assist 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
Assist other staff members as necessary to ensure an efficient transportation operation
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.