Primary Purpose:

Responsible for records management for employees of the Transportation Department. Ensure the timely, accurate, and complete submission of employee’s payroll and employment documents.

 

Qualifications:

Education/Certification:

High school diploma or GED

 

Special Knowledge/Skills:

Possess a clear and valid Texas commercial driver’s license with Passenger (P) and School Bus (S) endorsements

Ability to pass U.S. Department of Transportation alcohol and drug tests and annual physical exam

Ability to complete required bus driver safety training, 20-hour TEA course Proficiency in keyboarding and file maintenance

Ability to use software to develop spreadsheets, databases, and do word processing

Ability to perform basic math

Ability to read, speak and understand English

Excellent organizational skills

Effective communication and interpersonal skills

Knowledge of standard accounting practices and payroll systems Knowledge of driver regulations and compliance certifications at Federal, State, and local levels Understanding of and a commitment to customer care principles

 

Experience:

2 years of clerical and file maintenance experience

 

Major Responsibilities and Duties:

Records Management

1. Maintain departmental records for all Transportation employees.

2. Notify Human Resources and Payroll representatives of all employee demographic changes.

3. Receive and process paperwork, including verifying and ensuring completion of on-boarding requirements and completeness of files.

4. Track and ensure that all driver certifications are completed according to all Federal, State, and local requirements, including but not limited to DPS driver certifications, Department of Transportation physicals, and commercial driver license requirements.

5. Periodically check driver records with the Department of Public Safety to ensure compliance with commercial driver license requirements.

6. Process requests for official district records, including maintaining log of records requests, retrieving documents, copying, and mailing records.

7. Administer the records storage for the department and ensure that proper retention and destruction rules are followed according to an established records retention schedule and requirements of the Texas State Library and Archives Commission.

 

Reports, Correspondence, and Requests

8. Promptly notify Human Resources Department representatives of resignations and follow established procedures for processing separations, posting job vacancy announcements, and recommending applicants for employment.

9. Prepare correspondence, forms, and reports according to district standards and requirements.

10. Compile and assist in readying reports as requested from other school personnel to accomplish goals.

11. Manage department injury and accident records, coordinating efforts with the District representative for worker’s compensation claims.

 

Payroll

12. Monitor, oversee, and audit Transportation Department employees’ (including hourly employees) time.

13. Maintain, record, and track all departmental staff overtime.

14. Oversee the payroll process for the Transportation staff.

15. Assist the Payroll Supervisor by providing timely and accurate payroll information processing and accountability.

 

Applicants and Employees

16. Assist applicants with questions regarding posted positions and the online application, including troubleshooting application submission issues.

17. Assist employees in the completion of required forms and meeting established deadlines for form submissions.

18. Assist the Human Resources Coordinator in the on-boarding process, including the thorough, timely, and accurate submission of new employee paperwork.

 

Communication

19. Maintain positive, cooperative working relationships with staff members and the public.

 

Other

20. Maintain familiarity with routes, attendance areas, and rider assignments.

21. Comply with district policies and procedures, as well as state and federal laws and regulations.

22. Maintain confidentiality.

23. Perform other duties as assigned.

 

Supervisory Responsibilities:

None

 

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals; imaging equipment

Posture: Frequent walking, standing, bending/stooping, and reaching. Occasional pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress