Admin Asst II-Transportation & Facilities

Sylvania; Amherst (MA); On-site; USD 42,000 - 60,000; Full time

Job summary

Sylvania is seeking an Administrative Assistant II for the Transportation/FACILITIES Department in Amherst, MA. The role involves dispatching for buses and vans, maintaining schedules, and handling clerical duties with a focus on confidentiality and accuracy.

You will support multiple school offices and local police/fire departments, requiring strong communication, teamwork, and independent problem-solving in a fast-paced environment.

Qualifications

• High School Diploma or equivalent.
• 3-5 consecutive years of similar work experience.
• 2-3 years’ experience as an administrative assistant to a Director Level position or above.
• Massachusetts Driver’s License.
• Understanding of vehicle maintenance and repair.
• Clear and quick written and verbal communication; able to overcome barriers.
• Team player with multi-level individuals; positive and supportive attitude.
• Ability to work independently in a fast-paced multi-functional office; maintains confidentiality.

Responsibilities

• Dispatch: primary dispatcher for Transportation and Maintenance; ensure office coverage of phones and radios.
• Dispatch Support: update student phone lists; prepare and disseminate bus/van run information.
• Scheduling: maintain calendar for field trips and athletic trips; coordinate bus schedules.
• Route Planning: create and maintain bus routes; update Versa Trans RP; use GIS/Google Maps.
• Clerical: support Transportation, Maintenance and Facilities; maintain confidentiality; handle time sheets and records.

Skills

Communication

Team player

Attention to detail

Confidentiality

Independent work

Education

High School Diploma or equivalent

Massachusetts Driver’s License

Tools

Versa Trans RP

PowerSchool

Velocity security software

Sherpa work order software

Aesop

VeriTime attendance software

Job description

DISTINGUISHING CHARACTERISTICS:

The individual will be responsible to perform and initiate varied clerical and analytical duties requiring the exercise of confidential judgment and independent work which includes all areas of transportation, security, receptionist, scheduling and maintenance operations. Work is performed independently or under the general supervision of the Director of Facilities and the Transportation & Maintenance Coordinators. This position has a broad portfolio of responsibilities, many of which require attention to detail. This is a Unit B, Full-Year position in the Amherst Pelham Educators’ Association (APEA).

Qualifications:

High School Diploma or equivalent, 3-5 consecutive years of similar work experience, two to three years’ experience as an administrative assistant to a Director Level position or above.

Massachusetts Driver’s License

Understanding of vehicle maintenance and repair

Communication skills--written and verbal--must be clear and quick, and be able to overcome communication barriers.

Able to work as a team player with multi-level individuals with a positive and supportive attitude. Able to work independently in a fast-paced multi-functional office, paying attention to details while exercising sound judgment and confidentiality in situations such as dispatching during an emergency and/or crisis while working with seven school offices and the Amherst Town Police and Fire Departments.

Able to support administration and/or take independent action with high degree of initiative when solving problems of complex situations such as bus accidents, out of town broken down vans, emergency early releases, boiler malfunctions, electrical problems and plumbing failures.

Three to five years of background in Transportation and knowledge of local streets / hazards. Demonstrated computer literacy

Willingness and ability to independently learn new programs and software.

Must be proficient in Word, Excel, and photo and email programs

PREFERRED:

knowledge of, or experience in Versa Trans RP transportation software, PowerSchool student database software, Velocity security software, Sherpa work order software, Aesop and VeriTime attendance software

Bilingual/bi-cultural candidates welcome to apply

* * * * * * * The following is a more detailed description of many of the functions fulfilled by this position. TRANSPORTATION FUNCTIONS:

TRANSPORTATION FUNCTIONS:

Dispatch: Primary dispatcher for Transportation and Maintenance, covering Bus & Van Routes, Drivers and Maintenance Technicians. Is responsible to ensure office coverage of phones and radios throughout the work day. Must be able to multi-task with phones, radios, computer data and walk-ins, and to switch priorities at a rapid pace to assist school offices and drivers with emergency situations.

Dispatch Support: Updates and maintains the Transportation student phone list, PowerSchool student transportation fields, Emergency Student list and Student Alert Cards for Buses for all schools. Prepares and disseminates bus and van run information to other school departments.

Scheduling: Prepares and maintains the calendar for distribution of Field trips for all schools, and coordinates bus schedule calendar for Athletic trips.

Route Planning: Responsible for the creation and maintenance of bus routes, including preparing documents for bid. Uses Amherst GIS and Google Maps for updating maps in Versa Trans RP software. Updates weekly all Van runs in Excel. Collects student data and creates Bus Routes for Smith and Franklin Technical Schools. Updates and checks accuracy of Versa Trans RP software

ADMIN. ASSISTANT II- TRANSPORTATION/FACILITIES DEPARTMENT

Includes resolving issues concerning street name and address discrepancies. Works with IS Department with the SIF information transfer from PowerSchool into Versa Trans RP.

Regulations: Responsible to stay current with school policies and state and federal regulatory agency rules and guidelines as they pertain to transportation, surveillance laws, School Bus and School Van Drivers Licenses, Seat Belt Laws, Booster Seat Laws, Idling Laws, sharing of security information, students’ rights, etc. Communicates with relevant agencies as needed

Recordkeeping: Responsible for keeping track of School Bus Driver licenses, 7D Van Driver licenses, Maintenance Staff driver licenses and all outside bus contractor licenses to comply with the Law. Maintains documentation of the Bus and Van Daily Safety Check Sheets, Athletic Mileage, Bus & Van Mileage for analyzing transportation grants and for business office request. Schedules and prepares all documents for transportation meetings.

MAINTENANANCE & SECURITY FUNCTIONS

Communicates with the Auto Mechanic, Maintenance Specialists and Custodians. Investigates security breaches, creates surveillance tapes for investigators, and checks function and performance of cameras

Creates all PVC Security Keys and Plastic ID’s. Monitors door access system for issues. Works with Velocity software, maintenance staff, and contractors to resolve issues.

Creates Key and various other work orders, enters hours and closes out work orders. Assist setting up users and troubleshooting accounts.

Attends Emergency Leaders meetings to stay informed in case of school lock-down or evacuation and maintains Emergency Evacuation List of all students for each school.

Navigates and makes changes to the AEM Energy Management System for the safety and support of the technicians.

Supports Maintenance technicians with alarm and security calls, annual fire drills, elevator inspections, pool maintenance and communication between technicians.

Other related tasks as assigned.

CLERICAL FUNCTIONS:

First level of Support for Transportation, Maintenance, and Facilities departments. Works independently, as a member of a team, and at times in charge of the whole office.

Responsible for all clerical duties in all areas of the department including but not limited to Transportation, Security, Maintenance, plus extended support for the Facilities Director. Interacts with all departments and the public

Maintains confidentiality of Office and maintenance of transportation related Student records in an appropriate manner.

Oversees accurate completion of transportation and maintenance staff time sheets, time-off requests, OT reporting, etc.

Compiles and records data for dispatch, payroll time sheets, overtime, grant billings, personnel attendance records. Creates and reproduces office forms as needed.

Researches and collects data for analysis and graphic designs for the Facilities Director on various projects such as; uniforms, busing policies, union policies, building square footage, cost for transportation over time, etc.

Takes, prepares, processes and organizes photo data for various projects.

Disseminates information and communication internally for the Transportation and Maintenance personnel

Opens, processes and closes work orders.

Assists Facilities Director with job searches, job postings, etc.

ADMIN. ASSISTANT II- TRANSPORTATION/FACILITIES DEPARTMENT

Supports logistics of inbound and outbound materials with UPS, FedEx, USPS, Freight companies and Inter-School mail.

Covers Facilities Admin Asst. duties when absent.

Other clerical duties as assigned