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Southampton Union Free School District is seeking a qualified candidate for the position of Senior Office Assistant in the Transportation Department.
The Senior Office Assistant provides comprehensive clerical and administrative support to the Transportation Department, assisting with daily office operations, student transportation services, purchasing, records management, and communication with parents, staff, vendors, and outside agencies. The successful candidate will possess strong organizational, communication, and technology skills while maintaining a high level of professionalism and confidentiality in a fast-paced environment.
Position Details
Appointment Type: Provisional (Competitive Civil Service Position)
Location: Transportation Department
Start Date: ASAP
Work Schedule: Full-time, 12-month position.
Responsibilities
- Provide clerical and administrative support to the Transportation Department.
- Answer telephone calls and respond to correspondence from parents, staff, vendors, contractors, and outside agencies regarding transportation matters.
- Process purchase requisitions, purchase orders, invoices, and related documentation for transportation-related goods and services, including fuel, vehicle parts, supplies, and equipment.
- Maintain accurate electronic and paper records relating to transportation operations, personnel, fleet management, and departmental activities.
- Update and manage information within transportation fleet management software and other department systems.
- Assist the Transportation Supervisor with administrative functions, including preparing correspondence, compiling data, maintaining records, and generating reports.
- Prepare, edit, and maintain letters, reports, spreadsheets, forms, and other documents using Microsoft Office and other office software.
- Maintain confidential employee records, including commercial driver's licenses, certifications, permits, training records, and other required documentation; monitor expiration dates and notify employees of renewal requirements.
- Provide administrative support for student transportation services by assisting with transportation requests, maintaining transportation records, and communicating routing information with parents, school personnel, and drivers.
- Assist with data entry and record maintenance within transportation routing software and student information systems.
- Perform other related clerical, administrative, and recordkeeping duties as assigned by the Transportation Supervisor or District Administration.
IMPORTANT: This is a provisional Civil Service appointment. The successful candidate must apply for and participate in the next available Suffolk County Civil Service examination for this title. Permanent appointment is subject to Civil Service Law and Suffolk County Civil Service Rules. Time satisfactorily served in this provisional appointment may be credited toward the probationary period if permanently appointed to the same title, as permitted by Civil Service Rules.
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Job Qualifications
- Graduation from a standard senior high school or possession of a high school equivalency diploma and two (2) years of clerical experience.
- Meets the minimum qualifications established by the Suffolk County Department of Civil Service for the title of Senior Office Assistant.
- Previous clerical or administrative experience, preferably in a transportation, school district, or municipal setting.
- Strong customer service and communication skills.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and database applications.
- Ability to learn transportation routing, fleet management, and student information systems.
- Ability to maintain accurate records and manage multiple priorities in a fast-paced office.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Strong organizational, problem-solving, and interpersonal skills.
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