Administrative Assistant-Operations

Job | Posted a month ago
Position Areas
Non-Instructional Support


Administrative Assistant-Operations

Salary: $33,024-$51,816 (Commensurate with Experience)
Please visit the NCPS webite to determine salary specifics according to the current salary scale:

Primary Purpose

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
  1. Prepares and updates bus schedules for all schools in the division
  2. Radio Dispatch – Operate & mediate base radio for transportation and maintenance ensuring that school buses receive assistance as needed.  Check buses in as they complete their runs in a.m./p.m./after hours trips
  3. Assist Director of Operations with routing, bus driver issues, and any other tasks as needed.
  4. Assists Director of Operations on determining road hazards for decisions on school closing and delays during inclement weather.
  5. Keep a Bus Conduct Log for each bus consisting of any student write ups and the actions taken for that student.
  6. Collect information and track weekly mileage reports for all buses and county owned vehicles.
  7. Make periodic and frequent spot checks on school buses while buses are in operation
  8. Collect and keep information organized for yearly transportation report to the state.
  9. Cost-base accounting for all NCPS vehicles and buses (includes parts & labor, fuel consumption, and mileage), and for all Northampton County Sheriff’s Dept. vehicles.
  10. Handle all aspects of field trips: Receive requests, assign drivers, log trips, sign as approved/disapproved, then return copy to school.
  11. Keep a running list/calendar of substitute bus drivers that will be driving NCPS buses, when they will be driving and for whom.  Keep an up-to-date list of substitute bus drivers on hand at all times.
  12. Distribute/receive applications for bus driver prospects, process DMV requests for driving records, and set up training and testing as necessary.
  13. Schedule and appear at Safety Management Inc. random drug testing events for school bus drivers and employees that hold a valid commercial driver’s license with passenger/school bus endorsement.
  14. In charge of monitoring the Fuel Master computer (for gas & diesel pumps) and run monthly fuel consumption reports which are then used for cost-base accounting; troubleshooting on Fuel Master computer to determine problems with pumps.
  15. Track fuel consumption for all Northampton County Offices. Reconcile usage and compile a report in order to invoice for reimbursement on a quarterly schedule.
  16. Utilize Transfinder routing software to plan and execute bus runs/routes, enter data into the Transfinder system.
  17. Utilize the Powerschool student data base to retrieve information on students and be able to convert information into an Excel format to upload to Transfinder on a daily basis to ensure that the routing system is always current/updated.
  18. Handle invoicing for entities such as the County Extension Office and Parks & Rec when they utilize the county school buses for field trips.
  19. Collect CBBT toll receipts for the year from each school for their field trips and prepare a toll reimbursement report for the state to collect reimbursement.  A copy of this report is also sent to the finance director.
  20. Assists in planning and conducting bus driver in-service meetings and offering advice and information to drivers at said meetings to ensure that the transportation of the students goes as smoothly as possible.  Also prepare documents and information packets for distribution to drivers.  Assist in planning the agenda for in-service meetings.
  21. Act as liaison between Director of Operations and parents.
  22. Act as liaison between bus drivers and highway department to make sure roadways are clear of debris and trees are trimmed.
  23. Assist school staff in placement of students on correct buses.
  24. Collect time sheets and driver log sheets from bus drivers and prepare payroll to send to finance.
  25. Attend Safety Management Training to ensure that current safety procedures are in place and being followed in the transportation department.
  26. Maintain list of bus stops and passenger list for each bus.  Also ensure that bus drivers perform bus evacuation drills twice yearly.
  27. Work together with Director of Operations to prepare and update the Transportation Employee Handbook; design, type, bind.
  28. Responsible for keeping track of bus driver physicals making sure that all drivers receive a physical before school year begins.
  29. Conduct and produce to Human Resources written evaluations for all bus drivers, bus aids, and car drivers before the end of each school year.
  30. Work with the Director of Operations to prepare RFP’s (Request for Proposal) and IFB’s (Information for Bid) for any upcoming projects; compose, type and submit.
  31. Submits purchases in accordance with budgetary limitations and district rules to the Director of Operations.
  32. Prepares transportation payroll on a weekly basis and submits to finance.
  33. Schedule and track the use of county owned vehicles and EZ Pass transponders.
  34. Replenish and maintain EZ Pass account.
  35. Responsible for ordering United States and Virginia Flags for each school and the Central Office.
  36. Assist Food Service Coordinator with tasks as needed (i.e. setting up delivery of commodities, determining percentage of participation, design and type school breakfast and lunch menus, help with catering administrative luncheons, etc.)
  37. Assist Maintenance Supervisor with tasks, as needed.
  38. Assist Director of Operations with preparation of the Capital Improvement Plan.
  39. Type and edit confidential reports for specified personnel.
  40. Formulate various financial and informational reports.
  41. Maintain calendar of various meetings for Director of Operations
  42. Maintain active and inactive personnel records for the Operations Department staff including, but not limited to:  Licensure, driving records, credentials/applications, disciplinary records, awards, correspondence, random drug testing results, etc.
  43. Assist Director of Operations and/or Maintenance Supervisor with building and grounds walk-throughs, taking notes and offering suggestions.
  44. Ensure that scheduled dates and deadlines of required correspondence, reports, and objectives are met.
  45. Research needs and prepare purchase orders.
  46. Assist with departmental budget proposal and presentations.
  47. Design organizational structure for files and maintain them.
  48. Research, compile, and distribute various lists, reports, guidelines, and surveysCompose, design, and edit forms, reports, and public relations materials for camera-ready printing.
  49. Order, duplicate, and distribute state and local forms and reports.
  50. Take dictation, type, proofread, and edit confidential memos, reports, and correspondence.
  51. Take dictation, type, proofread, and distribute reports and minutes for various committee meetings.
  52. Check, sort, and prioritize postal, interoffice, and electronic mail.
  53. Complete and submit various state department forms and reports.
  54. Assist administrative assistants, directors, and principals with questions/problems as needed.
  55. Maintain a database of information pertinent to the office assigned.
  56. Attend to other duties as assigned.

Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of Central Office and the Operations Department.

Note:  The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility.

  • Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
  • Uses calculating devices.
Knowledge, Skills and Abilities
  • Knowledge of general office skills.
  • Ability to work with the public.
  • Organizational and time management skills.
  • Ability to report work orally or in writing to supervisor as required.
  • Ability to carry out instructions furnished in written or oral form.
  • Extensive knowledge of business/finance/bookeeping/accounting functions.
  • Demonstrate skills in financial and accounting procedures.
  • Knowledge of computers and business office procedures.
  • Ability to add, subtract, multiply and divide, performs complex arithmetic operations and use calculators.
  • Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel).
  • Ability to problem-solve job-related issues.
  • Ability to process paperwork accurately according to standardized procedures.
  • Ability to maintain confidentiality of information regarding school district financial and other information.
  • Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
  • Thorough knowledge of standard office practices.
  • Strong attention to detail.
  • Ability to communicate effectively both orally and in writing.
  • Highly skilled and advanced knowledge and ability to use Microsoft Office, i.e., Excel, Word, Publisher.
  • Ability to work with a variety of people in a variety of situations.
  • Such alternative to the above qualifications as the School Board may feel appropriate and acceptable.
 Physical and Mental Demands, Work Hazards
  • Works in standard office building environments.
             *See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.
Qualification Profile
Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.  Typical qualifications would be equivalent to:
  • High School Diploma with post high school related course work preferred or GED
  • Two years of successful secretarial experience preferred
FLSA Status:       Non-exempt    12- month position

Posted By

Northampton County Public Schools

7207 Young Street , Machipongo, VA 23405

At the following locations

Central Office Administration Building

7207 Young Street , Machipongo, VA 23405