Dispatcher/Admin Assistant

Job Description

Primary Purpose: 

Under minimal supervision, organize and conduct the routine work activities of the transportation department.

Education/Certification:

High school diploma or GED

Experience: 2 years of office management and dispatch duties, preferred.

Special Knowledge/Skills:

Proficient skills in keyboarding, data entry, word processing, and file maintenance

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

Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Knowledge of correct English usage, grammar, spelling and punctuation

Ability to multi-task numerous complex administrative activities

Ability to communication effectively and efficiently

Ability to use mapping systems for routing and address locating

Must be 18 years of age

Major Responsibilities and Duties:

1. Dispatch drivers and vehicles on a daily basis.
2. Monitor absence calls and assign substitute drivers and monitors, as needed.
3. Process extracurricular trip requests, including arranging for drivers and appropriate equipment, as needed.
4. Schedule driver trainings, physicals, drug screenings; and compile and maintain documentation, worksheets, logs, and certifications, as needed.
5. Prepare and process department purchase orders and payment authorizations, for approval and submission in accordance with district procedures.
6. Assist in maintaining convenience files on all department personnel.
7. Monitor and process personnel time records, including leave requests and reports, for director approval and submit in accordance with district procedures.
8. Answer and respond to telephone calls, redirecting service issues to transportation director, as needed.
9. May be assigned additional duties as needed by the Transportation Director.
10. Maintain confidentiality of information.
11. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

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

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

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

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

Environment: Work inside; frequent districtwide travel; occasional statewide travel

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

2025-10-03