Administrative Assistant II – Transportation Services at Fort Bend Independent School District

Houston, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

18 Aug, 26

Salary

0.0

Posted On

20 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Clerical Support, Microsoft Office Suite, Event Planning, Calendar Management, Data Entry, Budget Documentation, Communication, Organization, Time Management, Interpersonal Skills, Problem-Solving, Recordkeeping, Customer Service, Confidentiality, Workflow Coordination

Industry

Description

Job Overview The Administrative Assistant II – Transportation Services provides vital administrative and clerical support to the Fort Bend Independent School District (FBISD) Transportation Department. This position plays a critical role in supporting daily transportation operations that serve thousands of students, including regular education, special education, and extracurricular transportation. The role requires strong organizational skills, discretion, and the ability to manage multiple, time-sensitive priorities in a fast-paced operational environment. The Administrative Assistant II serves as a key point of contact for internal departments, campuses, vendors, and families, ensuring efficient communication, documentation, and workflow coordination that directly support safe, reliable student transportation. Position Description Essential Duties and Responsibilities Administrative & Clerical Support Provide comprehensive administrative and clerical support to Transportation Services leadership and operational teams. Prepare, review, and format correspondence, reports, spreadsheets, presentations, and operational documents related to transportation services. Maintain accurate records related to transportation operations, including fleet documentation, staffing records, training logs, routing support materials, and compliance files. Assist with data entry, purchase requisitions, invoice tracking, budget documentation, and recordkeeping related to transportation operations. Support daily front-office operations, including answering calls, responding to inquiries, greeting visitors, and directing requests appropriately. Order, receive, track, and inventory departmental supplies, uniforms, safety materials, and operational equipment Supervisor Assistance Manage calendars, schedule meetings, and coordinate logistics for department leadership, including terminal meetings, leadership briefings, trainings, and district-level meetings. Prepare meeting agendas, supporting documents, sign-in sheets, and follow-up notes as needed. Screen incoming communications and route urgent operational issues appropriately. Assist leadership by handling routine administrative tasks, allowing supervisors to focus on operational oversight, safety, and service delivery. Event Planning & Coordination Assist with planning and coordination of transportation trainings, job fairs, safety meetings, and department events. Coordinate facilities, materials, equipment, catering, and communication for trainings and large-scale meetings. Support on-site logistics for department events and trainings, including setup, materials distribution, and attendance tracking. Communication & Correspondence Draft, edit, and distribute routine and confidential correspondence, including emails, memos, notices, and meeting summaries. Prepare professional communications on behalf of Transportation leadership when appropriate. Ensure all written communications meet FBISD standards for clarity, accuracy, professionalism, and confidentiality. Serve as a primary point of contact for general Transportation Services inquiries and route issues to appropriate staff. Office, Team, Department Collaboration Coordinate workflows to support efficient and organized transportation office operations. Provide guidance and support to clerical, temporary, or support staff as assigned. Collaborate with transportation terminals and central office staff to ensure alignment and consistency across operations. Maintain a professional, service-oriented approach when interacting with staff, campuses, families, and external partners. Coordinate room reservations for meetings, training and events. Supervisory Responsibilities None Qualification Requirements To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions. High School diploma or GED Some college or specialized training in office administration, preferred Experience in event planning or coordination, preferred. Administrative support experience, preferred. Experience supporting operations, logistics, transportation, or public-sector departments, preferred. Strong organizational and time management skills Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Excellent verbal and written communication abilities. Ability to work with data, spreadsheets, and operational records with accuracy. Strong interpersonal skills for working with diverse individuals and groups. Ability to manage multiple priorities and meet deadlines. Sound judgment, discretion, and professionalism in handling confidential information. Customer service mindset with a focus on problem-solving and collaboration. Physical Requirements/Working Conditions The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms. The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress. Additional Information Work is performed in an office and is subject to frequent interruptions. Rescheduling and rearranging matters to meet unexpected changes is frequently required. Some assignments involve contact with disruptive and irate stakeholders. Some assignments are subject to completion within strict timelines and involve the potential stress associated with time-sensitive completion of tasks. Some assignments involve moderate noise levels, high volume work flow.

Responsibilities

Provide comprehensive administrative and clerical support to the Transportation Services leadership and operational teams. Manage daily office operations, coordinate department events, and handle professional communications for internal and external stakeholders.