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Job Description for Executive Administrative Assistant Position Title: Executive Administrative Assistant Job Status: Full-Time Reports To: Director of Daily Operations FLSA Status: Non-Exempt Amount of Travel: 50% Travel / Schools Classification: Classified (Non-Certified) Level: District Level Position Date Created: February 2026 Work Schedule: 240 days Salary: Classified Salary Schedule POSITION SUMMARY: The Executive Administrative Assistant provides primary administrative support to the Transportation Department and reports to the Director of Daily Operations. This position performs clerical and operational duties requiring knowledge of district transportation procedures and state regulations, supports daily routing and driver documentation, maintains accurate records in district systems, and assists with communication regarding student transportation services. The Executive Administrative Assistant serves as a liaison between the transportation, daily operations Services, bus drivers, custodial, maintenance, school personnel, parents, and other stakeholders to help ensure safe, efficient, and timely operations. ESSENTIAL JOB FUNCTION The Executive Administrative Assistant provides comprehensive clerical and operational support to ensure the efficient daily functioning of the Daily Operations Department. The role requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple tasks in a fast-paced environment to help ensure safe, timely, and efficient transportation services for students. The Executive Administrative Assistant must be able to: Work independently and efficiently with minimal supervision while implementing effective transportation office procedures. Communicate with drivers, school staff, parents, and district personnel with respect, professionalism, tact, and clarity (both written and oral). Coordinate and process substitute bus driver assignments and ensure substitutes understand routes, procedures, and safety expectations. Maintain and enter accurate transportation data, including driver attendance, student transportation assignments, and route updates in district systems (eSchool and Trans Finder experience preferred/required). Efficiently utilize Google Docs, Forms, Sheets, and other district software platforms. Prepare and submit required transportation reports and documentation for district and state compliance cycles. Answer and direct incoming calls using a multi-line telephone system and respond to transportation inquiries in a timely manner. Maintain organized files, driver records, routing documentation, and transportation compliance records. Collaborate with school registrars and administrators regarding new enrollments and student transportation changes. Prepare purchase orders, check requests, and maintain department-related financial documentation. Distribute departmental mail and prepare documents for mailing as needed. Serve as a substitute bus driver as needed to ensure continuity of safe and timely student transportation services, maintaining all required certifications and complying with district and state transportation regulations. Support the Director of Daily Operations Services with additional clerical and operational duties as assigned. Perform other duties as assigned by the direct supervisor. COMPETENCIES: Demonstrates understanding of district procedures and state transportation regulations. Effectively prioritizes tasks and maintains accurate records in a fast-paced environment. Communicates clearly and professionally with drivers, parents, staff, and administrators. Accurately utilizes district systems (eSchool, routing software, Google Workspace) and manages data with precision. Responds efficiently to schedule changes, driver coverage needs, and transportation concerns. Works independently and collaboratively to ensure safe, timely transportation services. Maintains discretion and models professional conduct at all times. MINIMUM QUALIFICATIONS: High school diploma or equivalent required. Associate degree or additional coursework in business, administration, or related field is preferred. Minimum of two (2) years of clerical or administrative experience, preferably in a school district or transportation setting. OTHER REQUIREMENTS: Must possess or obtain a valid Arkansas driver's license and maintain a satisfactory driving record. Ability to obtain and maintain required certifications to serve as a substitute bus driver, if assigned (including CDL with appropriate endorsements, as required by district/state regulations). Ability to pass required background checks, drug screenings, and physical examinations in accordance with district and state requirements. COMPUTER SKILLS: Demonstrated proficiency in Microsoft Office or Google Workspace (Docs, Sheets, Forms) and data management systems; experience with eSchool or similar student information systems preferred. PROBLEM-SOLVING and SYSTEM THINKING: Understands the interconnected nature of transportation operations, student safety, scheduling, and district procedures. Uses transportation and routing data to support accurate record-keeping, reporting, and operational efficiency. Prioritizes tasks and resources to ensure timely route coverage, driver assignments, and compliance requirements. Develops practical solutions to address route changes, driver shortages, parent concerns, and time-sensitive transportation challenges. EVALUATION/ PERFORMANCE REVIEW CRITERIA: Performance will be evaluated annually by the Director of Transportation or designee in accordance with the district's Non-Teaching Employee Evaluation process. Evaluation will be based on the employee's effectiveness in fulfilling the duties and responsibilities outlined in this job description, as well as compliance with district policies and procedures. PHYSICAL DEMANDS The physical demands described here are representative of those required of an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. OTHER PHYSICAL REQUIREMENTS Vision (Near, Distance, Color, Peripheral, Depth Perception) Sense of Sound (ability to carry on telephone conversations) Sense of Touch (temperature and texture recognition)