Office Manager 1 - Transportation

JOB SUMMARY

The Office Manager I plays an essential role in supporting the day-to-day operations of a Transportation Bus Terminal by providing high-level administrative coordination and ensuring a responsive, service-focused environment. This position supports department leadership and staff by managing communications, maintaining accurate records, and assisting with operational logistics, all while upholding HISD’s commitment to efficiency, professionalism, and service to schools.  Aligned with HISD’s high-performance expectations, the Office Manager I ensures that all administrative and logistical tasks are handled with care, accuracy, and discretion, contributing to the safe and efficient transportation of students across the district.

MAJOR DUTIES & RESPONSIBILITIES

1.    Manage all incoming and outgoing communications, including phone calls, emails, and correspondence. Ensure timely responses, appropriate distribution, and support the preparation of accurate reports, presentations, and official documentation.
2.    Maintain inventory of office supplies, anticipate departmental needs, and process orders to ensure timely availability. Assist with budget tracking, invoice processing, and maintaining accurate financial records.
3.    Support routing and scheduling operations, including updating routing software, coordinating driver assignments, and ensuring up-to-date trip and schedule information is available to staff.
4.    Track and submit transportation staff attendance, timesheets, and payroll information, serving as a liaison with Human Resources and Payroll departments to ensure accuracy and compliance.
5.    Maintain secure and accurate employee records, including contact details, leave documentation, and performance tracking, while handling all personnel data with confidentiality.
6.    Manage terminal calendars and coordinate departmental activities, including scheduling meetings, preparing materials, and arranging necessary facilities or technology.
 

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

7.    Track and maintain certification and training records to ensure compliance with district and regulatory continuing education and credentialing requirements.
8.    Support data collection efforts for audits, state reporting, or grant submissions, ensuring data accuracy and timely submission.
9.    Assist with HR functions, including onboarding new employees, preparing orientation materials, and coordinating professional development and training opportunities.
10.    Coordinate terminal-based office events, including team meetings, celebrations, and other activities to foster staff engagement and a collaborative workplace culture.
11.    Promote a positive and inclusive work environment, supporting effective communication, professionalism, and teamwork across the terminal.
12.    Handle confidential and sensitive information with the highest level of discretion and integrity.
13.    Support compliance monitoring efforts, ensuring all terminal operations and records align with district transportation policies and operational standards.
14.    Perform other job-related duties as assigned, contributing to the efficiency and success of the Transportation Department in service of HISD’s schools and students.

EDUCATION

High School diploma or equivalent required; Associate degree or higher preferred.

WORK EXPERIENCE

1-3 years proven experience in an administrative role, preferably in an office setting 

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

Proven experience in an administrative or office support role, with strong organizational and multitasking abilities.
Proficiency in using office software, including word processing, spreadsheet, and presentation tools.
Excellent verbal and written communication skills, with a customer-service-oriented approach.
Strong attention to detail and accuracy in completing tasks.
Ability to prioritize tasks and meet deadlines in a fast-paced environment.
Professional demeanor and ability to maintain confidentiality.
Strong interpersonal skills, with the ability to interact effectively with employees, visitors, and external stakeholders.
Knowledge of office management principles and procedures.
Familiarity with basic HR processes and procedures is desirable.
Ability to adapt to changing priorities and handle unexpected situations.
Positive attitude and willingness to contribute to a positive work environment.

LEADERSHIP RESPONSIBILITIES

No supervisory or direct people management responsibilities. May provide occasional work guidance, technical advice and training to staff.

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work and tasks are often straightforward, routine, structured and guided by established policies and procedures. Little, if any, independent judgment is required, outside of making basic choices in the selection and application of established methods. The job receives frequent, ongoing supervision.

BUDGET AUTHORITY

No budget development activity is required.

PROBLEM SOLVING

Decisions are made on routine matters affecting few individuals and usually within the confines of the job's own department. Specific job activities and results are typically reviewed closely.  There are limited requirements for developing new ideas or changes in methods, procedures, or services.

IMPACT OF DECISIONS

Follows rules and procedures. Decisions can have minimal or no impact to HISD. Errors can be readily detected, usually by the employee, and, if made, would result in minor expense for correction.

COMMUNICATION/INTERACTIONS

Basic communication - very little communication required such as receiving basic instructions.  Interactions are mostly with customers, own supervisor, and co-workers in own department.

CUSTOMER RELATIONSHIPS

CUSTOMER RELATIONSHIPS
Follows through with customer inquiries, requests, and complaints. Forwards difficult and non-routine inquiries or requests to appropriate level for resolution.

WORKING/ENVIRONMENTAL CONDITIONS

Work is normally performed in a typical interior work environment, which does not subject the employee to any hazardous or unpleasant elements. 
•    Valid Texas driver’s license with applicable insurance coverage. 
•    Tools/Equipment Used: Standard office equipment, including personal computer and peripherals. 
•    Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting. 
•    Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching. 
•    Ability to carry and/or lift less than 15 pounds.
•    Environment: Prolonged or irregular hours, including some weekends; frequent districtwide travel. 
•    Mental Demands: Work with frequent interruptions, maintain emotional control under stress, fast-paced.