Office Manager @ Transportation, 8 Hrs, Cont.

Spokane Public Schools • Facilities Building - Spokane, WA

19h

About The Position

Spokane Public Schools is seeking an Office Manager for its Transportation Department. The role performs varied clerical, secretarial, and office-management duties requiring knowledge of office routines and the department’s organization, programs, and procedures. The employee maintains a close, responsive relationship with students, staff, and administrators, works with minimal supervision, and supports the Director of Transportation and departmental supervisors.

This is a continuing, school-year position scheduled for 8 hours per day and 260 days (12 months). The listed daily schedule is 7:30 a.m. to 4:00 p.m., subject to change based on program and district needs. The anticipated start date is ASAP. Salary is Level 9 on the Secretarial/Clerical Salary Schedule; experience increments depend on relevant experience in a permanent position within a Washington State public school.

Requirements

• Demonstrated ability and aptitude to perform the listed responsibilities.
• High school diploma or equivalent.
• Three years of recent secretarial or related office work experience.
• Typing speed of 50 words per minute with accuracy.
• Excellent current grammar, punctuation, spelling, word usage, proofreading, and statistics skills.
• Demonstrated written and oral communication skills.
• Demonstrated accuracy in record keeping and maintaining budgets.
• Demonstrated organizational skills.
• Ability to use a variety of software, including Windows and programs such as MS Word or WordPerfect, PowerPoint, Publisher or related software, IFAS, payroll software, Excel or spreadsheet software, Nutrition Services food program software, School Dude, and PowerSchool.
• Knowledge of additional office equipment specific to the position.
• Ability to prioritize and delegate workload in a busy office environment.
• Ability to work independently and initiate appropriate projects in a timely manner.
• Flexibility, high-stress tolerance, reliability, punctuality, and dependability.
• Ability to relate positively to youth and adults from varying socioeconomic, cultural, and ethnic backgrounds.
• Ability to work positively and effectively with diverse staff and the general public while maintaining confidentiality.
• Ability to meet the position’s described physical, mental, motor, and work-environment demands, with reasonable accommodations where applicable.
• Fingerprint background check is required for prospective employees.

Nice To Haves

• Additional secretarial or business education.
• Two years of school district experience.
• Familiarity with insurance claims processing and the district transportation system.

Responsibilities

• Provide administrative support and secretarial services to the Director of Transportation and departmental supervisory employees, and prioritize their workload.
• Maintain a professional, helpful, and positive demeanor during in-person and telephone interactions.
• Exercise discretion and maintain confidentiality.
• Assist parents, students, families, staff, and outside agencies, and provide receptionist services for the Transportation Department.
• Handle upset-parent calls according to protocol and transcribe call narratives for the director, managers, or supervisors.
• Assist transportation specialists with selected transportation duties and communicate over the two-way radio to support operations when needed.
• Process accounting data and assist with department budget development, billing, and reporting.
• Manage office payroll data and submit payroll to directors for review and signature; coordinate monthly absence, leave, vacation, work-assignment, and related reports, and accurately enter and track payroll entries.
• Assist routers and supervisors in preparing route bids and posting vacant assignments.
• Maintain current Transportation Department office files.
• Coordinate and prepare classes required to maintain school bus driver authorization for district employees under district and state policy.
• Maintain driver credentials and in-service records through the EDS program.
• Process bus requests and bus-pass requests.
• Coordinate the gathering and processing of public-records requests.
• Maintain the director’s calendar, schedule appointments without prior clearance, and brief the director on matters to be discussed.
• Arrange travel for the director and other department staff and complete travel authorization and reimbursement forms.
• Order office supplies and equipment according to established procedures.
• Open, review, and distribute office mail; review and edit correspondence and documents.
• Perform other related duties as assigned.

Benefits

• Medical, dental, and vision coverage through SEBB for benefit-eligible employees.
• Standard life and AD&D insurance offered at no cost to the employee.
• Additional employee-paid benefits may include the Dependent Care Assistance Program, supplemental life and AD&D insurance, long-term disability insurance, and a Medical Flexible Spending Arrangement.
• Access to free, confidential counseling, consultation, and referral services through the Employee Assistance Program for benefit-eligible employees and their dependent family members.
• Participation in the Washington State Department of Retirement Systems public pension plan, with a lifetime pension or hybrid pension and investment plan options.
• Access to voluntary retirement savings programs, including the DRS Deferred Compensation Program or a district 403(b) plan.
• Vacation, sick, and personal days and paid holidays may be provided in accordance with the applicable collective bargaining agreement.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED