Transportation Administrative Assistant JobID: 1525

Position Type:

Secretarial/Clerical

Date Posted:

8/25/2026

Location:

Ballard Transportation Department

Transportation Administrative Assistant

Position Purpose

The Transportation Administrative Assistant serves as the primary operational liaison between the Transportation Director, district personnel, drivers, families, and community members. This position ensures smooth daily departmental operations by coordinating student bus routing, organizing route coverage, scheduling special event transportation, managing administrative records, and maintaining clear communication across all platforms.

Essential Functions

Provide daily administrative and operational support to the Transportation Director and department staff.

Serve as the primary communication hub for bus drivers, district personnel, parents, and community members.

Support student bus routing using software programs to maintain accurate student and route records.

Communicate route updates, schedule changes, early dismissals, and late arrivals to families and school staff.

Schedule, confirm, and coordinate transportation logistics for athletic events, field trips, and special district activities.

Coordinate drivers and associates to ensure routes and trips are fully staffed, assigning substitutes and equipment as needed.

Operate telephone systems and two-way radio communications to deliver directions, road condition updates, and route instructions to drivers.

Receive driver call-ins, maintain daily attendance sheets, and log staff time records in accordance with district procedures.

Respond to bus trouble calls, coordinate replacement vehicles or drivers, and notify school administration of delays.

Compose, review, and distribute department correspondence, bus stop schedules, substitute driver route binders, and fliers.

Manage financial documentation, including purchase orders, billing, invoices, and mileage reports.

Maintain accurate, organized, and confidential department files, rosters, student eligibility records, and compliance logs.

Greet visitors, answer incoming calls, and deliver responsive customer service to resolve public and parent concerns.

Update and maintain department communication tools, website updates, and social media platforms.

Read and interpret local maps to provide clear directions and documentation for drivers, staff, and families.

Serve as a substitute van driver or bus associate when operational absenteeism requires coverage.

Exercise sound judgment and make rapid, accurate decisions in a fast-paced environment with strict deadlines.

Maintain high personal integrity, confidentiality, and professional standards in compliance with school board policies.

Perform other administrative duties and special projects as assigned by the Transportation Director.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the transportation department.

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

Physical Demands & Working Conditions

Frequently required to stand, walk, sit, speak, hear, and occasionally push or lift up to 50 pounds.

Occasional exposure to high noise levels, automotive/diesel fumes, and variable weather conditions.

Ability to handle multi-line communication systems and radio dispatching during peak operational hours.

Requires flexibility to meet early morning, evening, or weekend on-call responsibilities as necessary.

Qualifications:

High school diploma or GED equivalent.

Proficiency with word processing, database, spreadsheet, email, and calendar software applications.

Strong verbal and written communication skills, including proper usage of grammar and punctuation.

Exceptional personal integrity, maturity, and collaborative skills when interacting with students, staff, and parents.

Valid driver's license for necessary travel between district facilities.

Contract Term:260 days (Full-Time, Annual Contract)

Anticipated School Year Work Schedule:M-T-TH-F 6:30 AM - 12:00 PM & 2:00 PM - 4:30 / Wednesday 6:30 AM - 12:00 PM & 12:30 PM - 3:00 PM

Anticipated Summer (June & July) Work Schedule:M-T-W-TH 6:30 AM - 3:30 PM / No Fridays

Compensation:$14.00/hour minimum. (Higher starting wage possible based on experience)

Benefits & Leave:

Iowa Public Employees Retirement System (IPERS)

Employer-paid individual health/major medical insurance plan including Prescription Drug (RX) Coverage

Employer-paid long-term disability insurance

Employer-paid group life insurance

Employer contribution to dental insurance

Flexible spending account (American Fidelity)

Dependent care account (American Fidelity)

Paid personal illness, vacation and personal business days as outlined in Board Policy.

Voluntary Benefits, including

Delta Dental

Delta Vision

American Fidelity

AFLAC

403b/Tax Sheltered Annuities with the State of Iowa Retirement Investor's Club (RIC)

Salary direct deposits

Smoke-free buildings and grounds

FLSA Status: Non-exempt

Ballard Community School District

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Transportation Administrative Assistant