Job Description:

Bismarck Public Schools is accepting applications for a Facilities and Transportation Secretary.

This is a full-time, 12-month position.

Purpose Statement
The Facilities and Transportation Secretary provides clerical and operational support to ensure the efficient functioning of the Facilities and Transportation Departments. This position assists with daily secretarial duties, supports routing and scheduling functions under the direction of the Facilities and Transportation Director, and serves as a backup during Router's absences to maintain continuity of service. The role requires strong organizational, communication, and problem-solving skills, as well as the ability to work collaboratively with staff, parents, and transportation contractors.

Supervisory Relationship
Reports to: Facilities and Transportation Director

Essential Functions
Data Compilation: Compile data from various sources (e.g., student information, time sheets, calendars, expenditures/budget, Internet research) to prepare reports, make recommendations, and provide information for assigned administrators.
Record Maintenance: Maintain a variety of manual and electronic document files and records (e.g., budget data, employee records, financial records) to provide up-to-date information and historical reference in accordance with administrative guidelines and legal requirements.
Report Preparation: Prepare reports, documents, and correspondence of both confidential and non-confidential nature (e.g., letters, memorandums, meeting minutes, charts) to document activities and convey information.
Inquiry Response: Respond to inquiries from internal and external parties (e.g., staff, parents, students, public agencies) to provide information, facilitate communication, and assist with direction.
Procedure Presentation: Present information on administrative procedures (e.g., department/program policies) to orient new personnel and disseminate information to existing personnel.
Advisory Role: Advise buildings, schools, families, and drivers of bus and/or route changes, delays, and emergencies.
Field Trip Coordination: Assist with the coordination of field trips and related questions, ensuring open communication and efficient use of district resources.
Route Maintenance: Assist in maintaining routes for special needs, SIT, BECEP, Head Start, and summer school.
General Route Assistance: Assist with general education routes.
Liaison Role: Act as a liaison between schools, providing support as needed.
Emergency Assistance: Assist mechanics and drivers during bus breakdowns and emergencies.
Software Maintenance: Maintain dispatch and field trip software programs and systems.
Route Design: Assist with coordinating, and implementing routes effectively, efficiently, and in a financially appropriate manner.
Department Awareness: Be aware of ongoing activities in the department to handle emergencies, interruptions, and changing needs.
Communication: Answer phones and radio; take messages, greet visitors, and handle radio dispatch.
Emergency Response: Assist during district emergencies.
Adhere to School Policies: Follow school policies and procedures.
Attendance: This position requires prompt and consistent attendance.
Perform Other Duties: Perform additional duties as assigned to support the effective operation of the work unit.

Job Requirements: Minimum Qualifications
 
Skills
Operating office equipment and software
Planning and managing projects
Performing budgetary, payroll, and administrative tasks
Compiling information for reports
Composing correspondence

Knowledge
Basic math and technical information
Grammar and punctuation
Bookkeeping principles
Business telephone etiquette
Common office machines 

Abilities
Schedule activities and gather data
Use job-related equipment
Work with diverse individuals and data
Communicate effectively
Maintain confidentiality
Meet deadlines and set priorities
Work as part of a team
Handle interruptions
Build positive relationships with staff, parents, and students

Responsibility
Work under limited supervision using standardized practices and methods. Assist others within a small work unit. Monitor budget expenditures. Utilize resources from other work units as needed. Impact the organization’s services continually.

Work Environment
Physical demands include some lifting, carrying, pushing, and pulling; stooping, kneeling, crouching, and crawling; and significant fine finger dexterity. The job generally requires 80% sitting, 10% walking, and 10% standing. Conditions include some exposure to the risk of injury and/or illness.

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

Education
Targeted, job-related education with study in a job-related area.

Clearances
Criminal justice fingerprint/background clearance.

FLSA Status
Non-Exempt

Position Type: Full-Time

Job Requirements
High School/Trade School degree preferred.
Citizenship, residency or work visa required

Salary Grade
SN

Salary: $25.34 to $25.34 Per Hour

Contact Information
Jason Mittlestadt, Director of Facilities and Transportation
Facilities & Transportation
Phone: 701-323-4501
Email: jason_mittlestadt@bismarckschools.org