Administrative Assistant III, Director of Transportation

Cypress-Fairbanks ISD; Cypress (TX); On-site; USD 33,000 - 45,000; Full time

Job summary

Cypress-Fairbanks ISD is seeking a skilled administrative assistant with strong secretarial experience and a focus on accurate record-keeping and calendar management. The role requires proficient MS Office use, precise communication, and the ability to handle multiple priorities in a public education setting.

The position involves coordinating daily transportation department activities, supporting budget processes, and ensuring confidentiality in district matters.

Qualifications

• High school diploma or GED required.
• Three years secretarial experience, preferably in a public education environment.
• Clear and valid Texas driver’s license and maintain a driving record per Texas School Bus Driver requirements.
• Demonstrated computer skills with experience in Microsoft Office Suite.
• Strong organizational skills and ability to manage multiple projects professionally.
• Proficient in general office management procedures including training others.
• Clear and concise written and oral communication.
• Coordinate daily activities and/or schedule.
• Ability to exercise independent judgment, prioritize tasks and work independently.
• Experience with operation, use and care of office equipment.
• Knowledge of business English, spelling, punctuation and grammar.
• Knowledge of financial records and budget process.
• Flexibility and adaptability across situations.
• Integrity and confidentiality in district issues.
• CFISD proficiency test with score 85+ preferred.

Responsibilities

• Create meeting agendas and record meeting minutes.
• Handle telephone and e‑mail communications and respond to inquiries.
• Take accurate messages and route to staff.
• Prepare correspondence, reports, forms and board agenda items.
• Manage director’s and department calendar and mail.
• Monitor attendance and reconcile absences for transportation staff.
• Arrange travel and hotel accommodations and expense reports.
• Schedule and prepare for department meetings and staff development.
• Maintain files and attendance/leave records.
• Assist with department budget calculations and monthly reconciliations.
• Process office supply orders and monitor budget accounts.
• Provide backup support for other secretarial, payroll and dispatch roles.
• Occasional travel to other transportation centers and district facilities.
• Represent the district positively to parents and community.

Skills

Secretarial experience

Organizational skills

Communication skills

Independent judgment

Time management

Microsoft Office

Office equipment operation

Budget knowledge

Confidentiality

Texas driver’s license

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

• Three years secretarial experience, preferably in a public education environment.
• Clear and valid Texas driver's license and maintain an acceptable driving record as determined by the Texas School Bus Driver's requirements.
• Demonstrated computer skills with experience in Microsoft Office Suite.
• Must possess strong organizational skills as well as the ability to handle multiple projects professionally.
• Proficient in general office management procedures to include training of others.
• Communicate clearly and concisely in both written and oral form.
• Coordinate daily activities and/or schedule.
• Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy.
• Skill and knowledge in the operation, use and care of office equipment.
• Knowledge of business English, spelling, punctuation and grammar.
• Knowledge of financial records and budget process.
• Ability to be flexible and adaptable in a variety of situations.
• Effective communication and interpersonal skills and possess a high level of integrity regarding confidentiality in departmental/district issues.
• Competency on CFISD proficiency test preferred (score of 85 or above).

Qualifications

• High school diploma or GED.
• Three years secretarial experience, preferably in a public education environment.
• Clear and valid Texas driver's license and maintain an acceptable driving record as determined by the Texas School Bus Driver's requirements.
• Demonstrated computer skills with experience in Microsoft Office Suite.
• Must possess strong organizational skills as well as the ability to handle multiple projects professionally.
• Proficient in general office management procedures to include training of others.
• Communicate clearly and concisely in both written and oral form.
• Coordinate daily activities and/or schedule.
• Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy.
• Skill and knowledge in the operation, use and care of office equipment.
• Knowledge of business English, spelling, punctuation and grammar.
• Knowledge of financial records and budget process.
• Ability to be flexible and adaptable in a variety of situations.
• Effective communication and interpersonal skills and possess a high level of integrity regarding confidentiality in departmental/district issues.
• Competency on CFISD proficiency test preferred (score of 85 or above).

Terms Of Employment

244 days

Salary/Paygrade

$38,788.00 – CP6

Salary Range (based on experience) as set by the Board of Trustees for the school year

Essential Functions

• Create meeting agendas and attend department meetings for the purpose of recording and distributing meeting minutes.
• Place and receive telephone and e‑mail communications and answer inquiries within assigned scope of responsibility.
• Take accurate messages, and route to appropriate staff.
• Prepare correspondence, reports, forms, board agenda items and department publications.
• Manage the director’s and the department’s calendar and mail.
• Manage absences and weekly attendance reports of the transportation administrative team.
• Reconcile absences utilizing the district’s automated absence reporting program.
• Arrange travel and hotel accommodations, conference registrations and expense reports for various staff members.
• Schedule, coordinate and prepare for special events and meetings specific to the department.
• Prepare materials and space needed for meetings and staff development sessions.
• Create and maintain files and records to include attendance reports and leave records.
• Assist with the preparation, calculation and execution of the department budget and monthly reconciliation reports.
• Manage and process all office supply orders for transportation.
• Monitor various budget and activity accounts.
• Assist as a backup for other secretarial, payroll and dispatch positions.
• Occasional travel to other transportation centers and various district facilities.
• Represent the district in a positive manner to parents, community members, district personnel, vendors, TEA/Region IV contacts and others.
• Maintain confidential employee information and departmental matters and information.
• Perform other duties as assigned by the director.

Working Conditions

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress; tolerate moderate noise levels; work with frequent interruptions. Repetitive hand motions; prolonged use of a computer, prolonged sitting.