Transportation Scheduler

• To schedule passenger trips, prepare driver manifests, answer phones, etc.
• To assist the Dispatcher and the Operations Manager in completing their designated duties.
• To assist Operators in the completion of administrative responsibilities and provide relief driving assistance when needed.
• To provide general administrative services.
• Responsible for technical, clerical and related administrative duties in assigned areas.

• Receives supervision from the Dispatcher, Transportation Coordinator, Transportation Director and the Operations Manager.
• Provides direction to program staff when required.

• Requires a high school diploma or equivalent.
• Further coursework/vocational training in business/clerical activities is preferred.

• Bilingual in Spanish/English is preferred.
• Requires 2 (two) years experience in the office/clerical field with ability to type 50 wpm.
• One year supervisory experience preferred.
• Preferred experience includes 3 (three) years paid experience in the office/clerical field or related experience with vehicle fleet management and/or transportation programs and experience in dealing with the public.
• Requires liability insurance coverage.
• Requires a CDL with a P endorsement and a current D.O.T. medical card or obtain a CDL with a P endorsement within 180 days of hire; may extend up to an additional 120 days after first six months based on Operator's performance.

• Proficiency in all phases of office/clerical work.  Familiar with current office equipment/machines/personal computers and their utilization. 
• Interpersonal skills necessary to function as a member of work team. 
• Ability to direct employees, schedule routes, liaison with other Center staff/supervisors and the public
• Ability to make decisions in accordance with Center Policy/Procedures.

• Non-exempt under Fair Labor Standards Act.

• Standard office environment.
• Direct service environment.
• Occasional driving and transport of passengers.
• Flex hours as needed to include over time which could include weekends, holidays or evening hours.
• Telephone required or other means, in order to contact during off hours or emergency situations.
• In case of emergency or unplanned occurrence, may be required to perform minor vehicle repairs or other duties dependent upon the situation.
• Will interface with other transportation providers, local government representatives, civic groups, Center Staff, etc.
• Requires maintenance of a safe driving record both on and off duty.
• Preventable and/or ticketed accidents may affect performance evaluation grade and/or employment status.
• Must maintain auto liability insurance coverage
• Travel required in region and occasionally out of region
• Maintains current, all levels of training as directed by GCC policy as well as those outlined by departmental and regulations specific to position. To include all DOT requirements
• Strict adherence to the professional, ethical and legal requirements set forth in the Center's Business     
• Code of Conduct as well as the Corporate Compliance Plan
• Attend mandatory program staff meetings.
• Perform other duties as assigned by manager
• May require flexible hours

• Schedule passengers on vehicles and routes according to scheduling policy/procedure using Shah software. Assign drivers to deliver service. Ensure adequate staffing is available at all times and minimum staffing levels are maintained. Enforce attendance policies and procedures. Evaluate the performance of specific routes and personnel and provide summaries and recommendations to supervisory staff. Work with Reservations to identify potential over bookings for next day service.
  • Schedules completed in accordance with procedure and in a timely fashion.
  • Initiate, finalize, and submit appropriate monitoring reports as directed.
  • Adequate staffing available/minimum staffing levels maintained.
  • Provide verbal or written reports to the Transportation Director as required or requested.
• Produce the daily Operators manifest. Assign Operators according to daily dispatch sheet. Coordinate Operators ?day off requests? and vehicle availability sheets. Notify dispatch of potential problems with next day service. Notify fleet and operations managers of staffing shortages, scheduling trends/issues, and fleet issues.
  • Timely production of driver manifest.
  • Timely notification to reservations, dispatching, and management of service issues.
• Train new and existing personnel on existing policy and procedure related to scheduling activities.
  • Training provided within required guidelines.
• Adjust service requirements according to demand. Monitor passenger bookings at regular intervals in advance of service day. Investigate Shah coding, routing and actual running times after service has been delivered. Notify MIS of issues for action. Interface with drivers regarding scheduling issues and implement appropriate corrections. Ensure all functions are carried out according to procedure.
  • System operating according to designated performance goals.
  • Procedures being followed with minimum infractions.
• Monitor group and contract passenger scheduling to insure contract compliance. Review transportation trends, recommend service adjustments as required. Monitor adequacy of routing and running time allocations and recommend adjustments to Shah scheduling parameters when necessary. Monitor post trip information to make sure the daily manifests are properly scheduled and routed. Maintain Shah vehicle files and perform other routine file maintenance.
  • Quarterly review of service, inclusive of needed requests and recommendations.
• Respond immediately to audit requirements and/or auditor requests and requests or requirements of the Transportation Director, Program Directors and members of the EMT.
  • Submission of requested information or documentation by required deadlines.
• Provide customer service assistance when needed. Coordinate with reservations to insure necessary reporting documentation for funding sources is accurately reflected in caller files. Work with the Customer Service Rep, customers, care attendants, agency representatives to schedule subscription trip requests. Follow up on complaints, offer suggestions and report to the Customer Service Rep in a timely manner.
  • Funding source documentation in order and accurately reflected.
  • Submission of other request or documentation by required deadlines.
• Facilitate, oversee and assist in the provision of transportation services in the event of staffing shortages, vehicle or equipment failures or shortages, or other emergencies. Other emergencies are defined as inclement weather conditions (freeze, hurricane, tornado, flooding, etc.) vehicle accidents, road, bridge, ferry or highway closures, terrorist threats, hazardous material emergencies, ordered evacuations, etc. Duties may include portering vehicles or driving routes, dispatching, scheduling, responding to accident scenes, attendance at meetings, training or judicial proceedings, performing evacuation procedures and activities, performing minor repairs to equipment, facilities or vehicles. Reporting and performance requirements may include traveling and working in unusual conditions and may require adjustments in working hours to include early morning, late evening and /or weekend or holiday hours.
  • Emergency situation handled in an organized and professional manner and according to established procedure.
  • Assistance to other staff emergency personnel, etc. provided as required and in an appropriate manner.
  • Follow up actions implemented and monitored as necessary.
  • Coordination and cooperative efforts evidenced.
• Ensure completion and follow up on all incident or accident reports involving the transportation program and its services or staff. Assess and implement prevention solutions. Provide verbal reports to the Transportation Director for all events at least daily, major accidents or incidents should be verbally reported as soon as possible. Provide written reports to the Transportation Director with in 24 hours of accident/incident. Provide follow up reports to the Transportation Director within 24 hours of follow up action. Adhere to Center and /or contractor policy when accident or incident involves a center or contractor client. Respond within requested timeframes to investigate staff, inclusive of the Rights Protection Officer, adult or child protective service investigators, Center Attorney, Center insurance carrier staff, Transportation Director and members of the EMT.
  • Verbal and written reports are submitted according to guidelines.
  • Follow up actions implemented and monitored.
  • Center and/or contractor policies were followed.
  • Response to investigative staff by designated deadlines.
• Produce driver ?run cut? when necessary. Utilize monitoring data and processes to determine appropriate runs, staffing levels, etc. Implement and complete bids for runs according to established policy. Coordinate activities with all departments as necessary.
  • Run cut reviewed semi-annually. Developed and/or implemented as required. 
  • Run cut bidding conducted according to policy/procedure.
• Coordinate with the Dispatcher and Scheduler for the acquisition and management of the transportation fleet. Provide recommendations to the Transit Supervisor on vehicle service problems, service requirements and/or acquisition needs with emphasis on best utilization of vehicle fleet based on passenger need and/or service efficiencies and effectiveness. 
  • Vehicle assignment meets customer and system goals.
  • Coordination activities are carried out in an effective manner.
• Other duties as assigned to include assistance to other Center programs or staff, auditors, and contractors. Prepare and submit reports as required, attend related meetings, etc.
  • Assistance provided as requested.
  • Coordination and cooperative efforts evidenced.

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