Field Trip Clerk - Transportation Dept

License and Certification Qualifications:

• Commercial Driver's License (CDL Preferred

Education Qualifications:

• H.S. Diploma or General Education Degree or equivalent Required

Experience Qualifications:

• 2 years in an office/clerical environment Required
• Experience in a school environment Preferred

Skills Qualifications:

• Ability to communicate with others in an effective and tactful manner
• Excellent human relations and interpersonal skills
• Working knowledge of modern office software and equipment
• Ability to organize and prioritize projects
• Ability to act as a representative of Gwinnett County Public Schools

Primary Responsibilities:

Plan and organize the scheduling of field trips for Gwinnett County Public Schools (GCPS) using computer software systems and assist with clerical functions for the Transportation Department.

 

• Utilize computer software systems to plan and schedule field trips for local schools.
  • Utilize computer software systems as the primary means of collecting field trip requests from local schools and enter data for all field trips chargeable to local schools and use the same process for non-chargeable trips including athletics.
  • Maintain current bus managers list and the availability for the types of trips requested.
  • Generate reports such as field trip schedules, account summary, and trip cost and enter trip assignments with equipment into system.
• Assist with telephone communications for the Transportation Department.
  • Answer telephone calls pertaining to daily operations.
  • Communicate with local schools and bus managers to coordinate field trips on a timely basis of not only the trip, but the correct equipment, as needed.
• Process mail and other documents for the Transportation Department.
  • Handle courier mail and respond accordingly.
  • Ensure bus manager field trip tickets are received and processed in school order and by athletics or field trip.
  • Cross-match all field trip tickets to trips run to ensure proper billing.
• Assist with work allocation by assigning trips according to transportation procedures.
  • Assist in scheduling both athletics and field trips, including the number of bus managers required and the type of equipment needed.
  • Monitor Department of Transportation (DOT) hours of service to ensure all bus managers adhere to those regulations.
• Maintain accounting files for the Transportation Department.
  • Maintain files for all field trips chargeable to local schools, file on all trips system funded, and maintain bus manager files and all records for each employee field trip.
• Assist with monthly billing functions for the Transportation Department.
  • Assume responsibility for the close out of each school and all trips assigned monthly.
  • Utilize the generated bus manager field trip form to process billing.
  • Review computer programs to ensure all field trips are closed out.
  • Submit generated billings to the Financial Operations Department.
• Assist with communications to local schools regarding assigned trips and extracurricular activities.
  • Send and receive e-mails to and from schools for exceptions to assigned trips and as confirmation of scheduled trips.
  • Assist in coordinating availability of buses for coaches or substitute bus managers assigned to support extracurricular activities.
• Perform general office duties as directed to include, but not limited to, answering of telephones, typing memos, information gathering, and filing of non-field trip related materials.

Physical Demands:
While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to touch, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. The employee is required to operate a motor vehicle in performance of duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.