Transportation Administrative Assistant

Ballard Community School District; Kentucky; On-site; USD 16,000 - 23,000; Full time

Benefits offered by this job

Health insurance

Long-term disability insurance

Group life insurance

Flexible spending account (FSA)

Dependent care account

Paid personal illness, vacation and PB

Voluntary benefits: Delta Dental,Delta

Delta Vision

American Fidelity

AFLAC

403b/Tax Sheltered Annuities

Job summary

Ballard Community School District seeks an Transportation Administrative Assistant to support the Transportation Director and department staff. You will serve as the central communications hub for drivers, families, and community members, coordinating routing, updates, and field trip transportation.

The role requires strong organizational skills, proficiency with office software, and reliable driving credentials.

Qualifications

• High school diploma or GED required.
• Proficiency with word processing, database, spreadsheet, email, and calendar software.
• Strong verbal and written communication skills.
• Exceptional personal integrity, maturity, and collaborative skills.

Responsibilities

• Provide daily administrative support to the Transportation Director and department staff.
• Serve as the primary communication hub for drivers, staff, parents, and community members.
• Coordinate student bus routing using software to maintain route records.
• Communicate route updates and changes to families and school staff.
• Schedule and coordinate transportation for athletic events, field trips, and district activities.

Skills

High school diploma or GED

Office software proficiency

Verbal and written communication

Integrity and professionalism

Valid driver's license

Education

High school diploma or GED

Job description

Transportation Administrative Assistant

Position Purpose

The Transportation Administrative Assistant serves as the primary operational liaison between the Transportation Director, district personnel, drivers, families, and community members. This position ensures smooth daily departmental operations by coordinating student bus routing, organizing route coverage, scheduling special event transportation, managing administrative records, and maintaining clear communication across all platforms.

Essential Functions

• Provide daily administrative and operational support to the Transportation Director and department staff.
• Serve as the primary communication hub for bus drivers, district personnel, parents, and community members.
• Support student bus routing using software programs to maintain accurate student and route records.
• Communicate route updates, schedule changes, early dismissals, and late arrivals to families and school staff.
• Schedule, confirm, and coordinate transportation logistics for athletic events, field trips, and special district activities.
• Coordinate drivers and associates to ensure routes and trips are fully staffed, assigning substitutes and equipment as needed.
• Operate telephone systems and two-way radio communications to deliver directions, road condition updates, and route instructions to drivers.
• Receive driver call-ins, maintain daily attendance sheets, and log staff time records in accordance with district procedures.
• Respond to bus trouble calls, coordinate replacement vehicles or drivers, and notify school administration of delays.
• Compose, review, and distribute department correspondence, bus stop schedules, substitute driver route binders, and fliers.
• Manage financial documentation, including purchase orders, billing, invoices, and mileage reports.
• Maintain accurate, organized, and confidential department files, rosters, student eligibility records, and compliance logs.
• Greet visitors, answer incoming calls, and deliver responsive customer service to resolve public and parent concerns.
• Update and maintain department communication tools, website updates, and social media platforms.
• Read and interpret local maps to provide clear directions and documentation for drivers, staff, and families.
• Serve as a substitute van driver or bus associate when operational absenteeism requires coverage.
• Exercise sound judgment and make rapid, accurate decisions in a fast-paced environment with strict deadlines.
• Maintain high personal integrity, confidentiality, and professional standards in compliance with school board policies.
• Perform other administrative duties and special projects as assigned by the Transportation Director.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the transportation department.

Note

The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Physical Demands & Working Conditions

• Frequently required to stand, walk, sit, speak, hear, and occasionally push or lift up to 50 pounds.
• Occasional exposure to high noise levels, automotive/diesel fumes, and variable weather conditions.
• Ability to handle multi-line communication systems and radio dispatching during peak operational hours.
• Requires flexibility to meet early morning, evening, or weekend on-call responsibilities as necessary.

Qualifications

• High school diploma or GED equivalent.
• Proficiency with word processing, database, spreadsheet, email, and calendar software applications.
• Strong verbal and written communication skills, including proper usage of grammar and punctuation.
• Exceptional personal integrity, maturity, and collaborative skills when interacting with students, staff, and parents.
• Valid driver's license for necessary travel between district facilities.

Contract Term

260 days (Full-Time, Annual Contract)

Anticipated School Year Work Schedule

M-T-TH-F 6:30 AM - 12:00 PM & 2:00 PM - 4:30 / Wednesday 6:30 AM - 12:00 PM & 12:30 PM - 3:00 PM

Anticipated Summer (June & July) Work Schedule

M-T-W-TH 6:30 AM - 3:30 PM / No Fridays

Compensation

$14.00/hour minimum. (Higher starting wage possible based on experience)

Benefits & Leave

• Employer-paid individual health/major medical insurance plan including Prescription Drug (RX) Coverage
• Employer-paid long-term disability insurance
• Employer-paid group life insurance
• Flexible spending account (American Fidelity)
• Dependent care account (American Fidelity)
• Paid personal illness, vacation and personal business days as outlined in Board Policy.
• Voluntary Benefits, including
• Delta Dental
• Delta Vision
• American Fidelity
• AFLAC
• 403b/Tax Sheltered Annuities with the State of Iowa Retirement Investor's Club (RIC)