Job Title:             Administrative Assistant - Dispatch

Department:     Transportation Services

Pay Grade:         Clerical Scale Grade C13

Work Calendar: 185 Day Service

FLSA Status:       Non-Exempt

GENERAL PURPOSE

Reporting to the Dispatch Coordinator, this position provides clerical support as assigned. This role will have particular focus on contributing to effective notifications related to school bus delivery.  Assisting with responses to public inquiries and preparation and distribution of written communications will also be a focus. Additional duties will involve the delivery of appropriate customer service to the department staff in person, online, and via telephone. Successful candidates will demonstrate strong attention to detail in record keeping and written communication and the ability to work well with colleagues and the public.

MAIN JOB TASKS AND RESPONSIBILITIES

Support effective communications

• Assist in delivering school bus information using established communication systems concerning busing status, to include delays, splits, and reassignments
• Prepare, type, print, and distribute a variety of written materials through established communication systems (e.g., mass communication platform, emails, websites)
• Draft written communications from rough drafts, outlines, meeting notes, or verbal instructions
• Provide copy-editing and other quality check support to colleagues
• Maintain accurate, accessible archives of all communications
• Provide regular communication and maintenance of Google calendars for the Administrative team
• Collaborate with dispatch operation center staff regarding bus communication and changes that affect Transportation operations
• Communicate bus driver and attendant absences, tardies, and no shows through proper channels

Manage public inquiries with strong customer service

• Welcome and screen visitors and callers
• Identify needs of visitors and callers, address questions directly when possible, and triage requests to appropriate colleague(s)
• Respond to telephone calls received from school personnel and the general public
• Assist other staff members as necessary to ensure an efficient transportation operation

Support and demonstrate core values of Stafford County Public Schools

• Engage in ongoing professional development relevant to position.
• Respond to written and oral requests for information promptly and thoroughly.
• Maintain a clean, neat appearance, appropriate to position.
• Maintain a record of appropriate attendance and punctuality.
• Serve as a role model for students, colleagues, and the general public.
• Work in close harmony with colleagues, supervisors, and co-workers.
• Comply with all District and School policies and regulations, including but not limited to guidelines for confidentiality.
• Perform other related duties as required/assigned.

EDUCATION AND EXPERIENCE

• High School Diploma or its equivalent; coursework or certifications related to clerical duties preferred.
• Two (2) years of professional experience required; prior experience in clerical roles preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge
  • Appropriate professional English grammar, usage, spelling, punctuation, and publication.
• Skills
  • Operation of business equipment to include fax machine, copier, two way radio and multiple line phone system.
  • Proficient in Microsoft Office and Google Suite.
  • Meticulous attention to detail.
• Abilities
  • Deliver effective written and verbal communication.
  • Manage time and tasks effectively.
  • Demonstrate initiative and flexibility.
  • Work cooperatively in a team environment to meet goals.
  • Organize and perform work independently.
  • Meet deadlines for all work even when working on multiple projects.
  • Show sustained effort and enthusiasm in quality and quantity of work.

WORKING CONDITIONS and PHYSICAL REQUIREMENTS

• Work environment is primarily inside, with low to moderate noise, temperatures that are primarily controlled, and no exposure to chemicals or other negative air quality elements.
• The work is light work, requiring exertion of up to 20 pounds of force to move or lift objects.
• The following physical and mental abilities are representative of those expected to complete the essential functions of the job: standing for prolonged periods; sitting for prolonged periods; operating motor vehicles or heavy equipment; moving the hands, wrists, or fingers repetitively; moving with force on the back or lower body repetitively; feeling, grasping, or holding objections by hand; identifying colors visually; identifying objects in low light or distant conditions; communicating via spoken language; communicating via written language; perceiving sounds; making decisions using logic and rational thinking.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations shall be made, as required by law, to enable individuals with disabilities to perform the primary job functions herein described.

Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties, just as though they were actually written out in this job description.