OFFICE COORDINATOR – TRANSPORTATION

South Kitsap School District; Port Orchard (WA); On-site; USD 28,000 - 44,000; Full time

Job summary

South Kitsap School District Transportation in Port Orchard, WA, seeks an Office Coordinator – Transportation to provide frontline administrative support to the Director of Transportation and the department.

You will handle timekeeping, data reports, scheduling, and communications, ensuring confidential handling of transportation information. This hourly position requires commitment to accuracy and teamwork within the district's 220-day, 8-hour schedule.

Qualifications

• Proficient data entry and reporting for transportation operations.
• Strong organizational and confidentiality skills.
• Ability to schedule, coordinate and communicate with staff and families.

Responsibilities

• Assist staff, families, and vendors with information and guidelines.
• Audit and process staff time cards for accuracy.
• Compile data from multiple sources for reports and records.
• Coordinate department functions to ensure efficient operations.
• Maintain and manage documents, files, and records.
• Schedule activities and meetings for the administrator.
• Prepare confidential and non-confidential reports and correspondence.
• Present department procedures to orient new staff.
• Process documents such as time sheets and reimbursements.
• Procure supplies and travel documents as needed.

Job description

OFFICE COORDINATOR – TRANSPORTATION

South Kitsap School District Transportation - Port Orchard, Washington Open in Google Maps

This job is also posted in South Kitsap School District

Starting Date: Immediately

Job Description

OFFICE COORDINATOR – TRANSPORTATION

Reports To:

Director of Transportation

Bargaining Unit:

PSE

Department:

Salary Schedule:

Schedule A-Office Professionals

Employment Type:

Classified

Salary Range:

VII

FLSA Status:

Hourly

Hours per Day:

8.0

Revised Date:

6/27/2024

Days per Year:

220

Belonging is a core value in the South Kitsap School District. We are passionate about building and sustaining an inclusive and equitable learning environment for all students and staff. We actively seek to understand the complex and rich identities of self and others and lean into and engage in courageous conversations. We know the educational environment is enhanced when diverse groups of people with unique ideas come together to learn and grow.

South Kitsap Employees Will:

• Maintain and enhance a sense of belonging and success for traditionally marginalized populations.
• Cultivate and develop inclusive and equitable working relationship with students, families, staff, and community members.
• Demonstrate understanding of our unique cultures and celebrate differences.
• Embrace and actively promote an inclusive and equitable learning environment.

Comments: Hourly Rate Is Dependent Upon WA State School District Experience

Purpose Statement

The job of Office Coordinator - Transportation is done for the purpose/s of providing a wide variety of complex and confidential administrative and secretarial support to assigned administrator; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

Essential Functions:

• Assists staff, students, families, community members, and vendors (e.g. transportation services and needs, transportation driver bidding/process, etc.) for the purpose of providing information, guidelines, and other services;
• Audits and processes staff time cards (e.g. factors worked hours against contracted hours/leave requests, etc.) for the purpose of ensuring accuracy, validation, and completion;
• Compiles data from a wide variety of sources (e.g. purchase orders, correspondence, calendars, package/contract hours, archived files, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator;
• Coordinates the functions of the department for the purpose of ensuring the efficient operation of the transportation department;
• Maintains a wide variety of manual and electronic documents, files and records (e.g. budget data, correspondence, inventory, student records, parent issues, safety records, financial records, field trip fueling cards, reports, various driver information, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements;
• Monitors a wide variety activities on behalf of assigned administrator (e.g. program components, meeting arrangements, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements;
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information;
• Prepares a wide variety of reports, documents/correspondence of a confidential/non-confidential nature and department trainings/support (e.g. letters, memorandums, periodic and ad-hoc reports, operational procedures, manuals, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information;
• Presents information on administrative procedures (e.g. department/program policies, submission procedures, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel;
• Processes a wide variety of documents and materials (e.g. time sheets, requisitions, in-house package hours, contract/base hours, CDL related expenses, employee contracted reimbursements, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements;
• Procures supplies, materials, travel documentation (e.g. Handicapped placards, ferry passes (WAVE-2- GO, etc.) for the purpose of maintaining availability of required items;
• Researches a variety of topics (e.g. current practices, policies, account codes, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements;
• Responds to a wide variety of inquiries from a variety of parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction;
• Schedules a wide variety of activities (e.g. appointments, meetings, facility usage, random drug/alcohol testing, etc.) for the purpose of making necessary arrangements for assigned administrator;
• Supports assigned administrator and department office staff for the purpose of assistance, gathering and/or conveying information.

Other Functions:

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge, and Abilities

SKILLS are required to perform single tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; using pertinent software applications; and preparing and maintaining accurate records; performing basic bookkeeping and record keeping; and planning and managing projects.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices.

ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with frequent interruptions.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; directing other persons within a small work unit; monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is some opportunity to impact the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, 10% standing. This job is performed in a generally hazard free environment and in a clean atmosphere.

Experience:Job related experience with increasing levels of responsibility is required.

Education (Preferred):

Education (Minimum): Targeted, job related education with study in job-related area.

Required Testing

None Specified

Certificates and Licenses

CPR/First Aid Certificate

Valid Washington State Driver's License

Continuing Educ./Training

Maintains Certificates and/or Licenses

Clearances

Washington State Patrol and FBI Fingerprint

Background Clearance

Other Requirements:

• Completed online application (with supporting documents)

Health Benefits Information:

Most positions within the South Kitsap School District are governed by collective bargaining agreements that specify the benefits related to employment with the district, including insurance provisions, vacations, holidays, and other related benefits.

For more information about benefits, please visit SE