Summary: Under the supervision of the Director of Transportation performs clerical and bookkeeping duties for the Transportation Department.Essential Duties and Responsibilities: Includes the following; other duties may be assigned.Perform all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc. Maintain records and files for all office correspondence and financial records.Accounts Payable: Input vendor invoices to produce Transportation Vendor warrant. Print and prove warrant. Present to Director of Finance and Operations for review and signature.
Copy, match and file invoices. Reconcile statements and accounts.Payroll: Prepare, input and process weekly payroll for the Transportation Staff. Maintain all transportation staff files. Including, absent forms, accrual postings and individual personnel requests Example, direct deposit, address and telephone changes, seniority list, etc.Accounts Receivable: Collection and refunds for bus payments, making timely deposits at the bank.
Prepare invoices for all busses reserved by either schools or Community organizations. Invoice student transportation fees and track payments.Maintain data base of Regular and Special Education Bus riders on computer. Distribute information regarding all bus riders to the Drivers, Monitors, Dispatcher and Contracted Vendors.Maintain all Bus Route information and Special Education information on data base. Annually notify the local newspaper of the Regular bus routes.Prepare Bid sheets for bus drivers for extra work Athletic trips, field trips, etc.
Hold bid meeting with drivers and coordinate this information for the Dept., Athletic Dept., and Schools.Annually create and process Bus Applications for the district. Create Bus Passes for all riders and issue replacement passes.Quarterly prepare and submit the Quarterly IFTA Report to the Department of Transportation (DOT) Prepare Year End Report.Determine mileage for all students who ride busses. Also, provide directions to drivers for Athletic Events and Field trips.Annually, prepare letters of assurance at the end of the school year to all transportation staff.Responsible for all summer work with Special Education Transportation and Vendors. Prepare Summer bus runs for drivers, vendors and Transportation DirectorCommunicate in a professional and courteous manner with Students, Parents, School and City Personnel, and vendors as necessary to ensure timely and accurate paperwork.Other duties as assigned by the Director of Transportation.