Job Category
Exemption Status/Test
Non Exempt
Reports To
Assistant Director Fleet Operations
Date Revised
Primary Purpose

To support the transportation department fleet operations by processing fuel usage for school buses, entering work orders for vehicles into the fleet management software, and assist in maintaining vehicle maintenance files.

Education Certification


High school diploma or GED

Ability to pass background check

Special Knowledge/Skills

Proficient skills in typing, data entry, word processing, spreadsheets, and file maintenance

Excellent communication (written and verbal) and interpersonal skills

Ability to use personal computer and software

Ability to learn and upgrade job skills

Ability to perform basic math, and show attention to detail

Ability to communicate and work efficiently and effectively with outside departmental and company representatives

Ability to maintain an established filing system

Ability to follow instructions



Two (2) years’ experience in school transportation operations

Data entry experience

Office clerical experience

Major Responsibilities and Duties
  • Enter fuel usage for school buses and the shite fleet.
  • Generate daily and monthly fuel reports.
  • File maintenance records.
  • Read and record fuel tank meters.
  • Record oil and ATF usage in RTA system.
  • Assist in parts inventory with reordering and stocking.
  • Receive incoming calls, take reliable messages, and direct to appropriate staff.
  • Display professionalism in dealing with staff and community.
  • Coordinate with parts inventory to ensure parts are allocated to correct work orders.
  • Assist Service Writer with recording information on fleet maintenance issues form drivers and other transportation personnel to create work orders for vehicle maintenance.
  • Generate preventative maintenance work orders.
  • Close maintenance and repair work orders for vehicles.
  • Communicate with third party service suppliers to resolve issues.
  • Create personal PIN’s for white fleet drivers.
  • Input parts, labor, and summarize mechanic notes for work orders.
  • Perform other duties as assigned by supervisor.

Supervisory Responsibilities:

  •   None.
Tools/Equipment Used

Standard office equipment such as personal computers and peripherals; safety equipment, fire extinguisher, and radio communication equipment


Ability to sit for prolonged periods of time, occasional bending/stooping, pushing, pulling, and twisting


Continual sitting and reaching; repetitive hand and arm motions


Occasional lifting and carrying of files and parts


Frequent prolonged and irregular hours working outside and inside

Mental Demands

Work with frequent interruptions; maintain emotional control under stress