Administrative Assistant I

The Administrative Assistant I provides critical administrative support to the Office of Pupil Transportation and Fleet Management, assisting in the day-to-day operations that ensure safe and efficient student transportation services within Alexandria City Public Schools (ACPS). This role supports transportation leadership and staff by managing communications, maintaining accurate records, and coordinating the flow of information across the department.

Key responsibilities include establishing and maintaining a variety of operational and employee-related records, compiling and distributing reports, notices, and operational materials, and serving as a point of contact for internal and external inquiries. The Administrative Assistant I also performs essential budgetary, finance, and accounting functions such as processing invoices, reconciling expenditures, maintaining financial documentation, and supporting budget tracking for transportation-related expenses. This position reports to the Director of Pupil Transportation and Fleet Management.

• Education: High school diploma or equivalent

• Language: Ability to speak and understand English; Bilingual is preferred.

• Experience: Minimum of three (3) years of progressively responsible administrative or clerical experience, preferably in a school district, public sector agency, or transportation/logistics environment.

• Certifications: Not required

• Administrative Proficiency: Ability to manage calendars, meetings, and departmental activities efficiently, ensuring smooth office operations.
• Communication and Interpersonal Skills: Strong verbal and written communication skills to effectively respond to inquiries and compose a variety of documents for internal and external stakeholders.
• Data and Records Management: Competence in compiling, formatting, and maintaining data and records using multiple data management systems and software.
• Financial and Budgetary Acumen: Knowledge of accounting procedures including coding, classifying, reconciling accounts, and processing payments in compliance with district policies.
• Organizational Skills: Capable of prioritizing tasks, managing multiple deadlines, and maintaining accuracy under pressure.
• Technology Proficiency: Proficient in office software and financial management systems; able to perform data entry, reporting, and electronic communication.
• Confidentiality and Professionalism: Maintains confidentiality with sensitive information and demonstrates professionalism in interactions across all levels of the organization.

• Supports assigned administrative and department/office personnel to assist with administrative functions and ensure an efficient and effective work environment.
• Coordinates meetings, schedules, and departmental/office activities.
• Compile and distribute reports, agendas, minutes, bulletins, and correspondence.
• Respond to inquiries from school staff, families, district departments/offices, and external stakeholders.
• Establish and maintain records for transportation operations and personnel.
• Perform general clerical tasks including scheduling, filing, copying, and mail distribution.
• Enter, track, and reconcile budget and financial data using the district's accounting system.
• Process invoices, bills, and receipts in a timely and accurate manner.
• Monitor and report fund balances and expenditure requests to supervisors.
• Attend meetings and workshops to record and relay relevant information.
• Support departmental/office goals, policies, and procedures to ensure effective daily operations through additional related duties as assigned.

Clearances:

• Criminal Justice Fingerprint/Background Clearance.
• Tuberculosis Skin Test.

Public Health Compliance

• Must follow safety and health protocols.

WP