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

To support all areas of the Transportation Department fleet operations by processing all accounting/bookkeeping for vehicle maintenance, entering work orders for vehicles into the fleet management software, and assist with maintaining vehicle maintenance files.

Education Certification


High School diploma or GED

Ability to pass background check


Certified Education Office Personnel (CEOP)

Special Knowledge/Skills

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

Excellent communication (written and verbal) and interpersonal skills

Ability to use personal computer and software

Ability to perform accounting/bookkeeping functions utilizing the district’s financial system(s)

Ability to accurately document and account for vehicle maintenance purchases

Ability to learn and upgrade job skills

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 office clerical experience or equivalent


Three (3) years’ experience in school transportation operations

Bookkeeping/accounting/purchasing experience

Major Responsibilities and Duties
  • Provide effective management of purchasing cards (P-cards), including reconciliation, for Assistant Director Fleet, Service Writer, Parts & Inventory Specialist, Vehicle Maintenance Supervisors, and Video Electronics Technician issued cards.
  • Process check requests as needed for Vehicle Maintenance Department.
  • Receive incoming calls, take reliable messages, and direct to appropriate staff.
  • Receive service orders for vehicle repair from bus drivers and other district employees.
  • Follow-up with the bus driver/district customers on service requirements of vehicle.
  • Display professionalism in dealing with students, parents, staff, and community.
  • Process purchase orders for maintenance supplies, vehicle parts, and equipment items.
  • Process receipts for purchase orders.
  • Forward invoices to Accounts Payable for payment processing.
  • Work closely with Maintenance Inventory Specialist to ensure purchasing needs are being met.
  • Maintain accurate and complete purchasing records as required by school board policy.
  • Coordinate Cintas Uniform, Eye Wash Station, and First Aide Cabinet services for Vehicle Maintenance Department.
  • Record information on fleet maintenance issues from drivers and other transportation personnel to create work orders for vehicle maintenance as needed.
  • Keep records of work orders.
  • Assist Assistant Director Fleet Operations with tracking vehicles at outside repair facilities.
  • Perform other duties as assigned by Assistant Director Fleet.

Supervisory Responsibilities:

  • None.
Tools/Equipment Used

Standard office equipment such as personal computers, 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 light lifting and carrying (less than 15 pounds)


Frequent prolonged and irregular hours working outside and inside

Mental Demands

Work with frequent interruptions; maintain emotional control under stress