Transportation Coordinator

Description

General Description:

1. This position is responsible for scheduling drivers and trips for Independent Living residents to medical appointments, bus shopping trips, etc.
2. Is responsible for assigning work orders/requests in the Maintenance Spartan System to the appropriate technician/staff and following up as needed.
3. Assists in administrative tasks related to purchases by Administration/Maintenance, specifically completing Purchase Orders and spend-down sheets to facilitate invoice processing.

Essential Job Functions:

1. Transportation:
   1. Checks Transportation request (drop box; voicemail; email) submitted by IL residents.
   2. Assumes responsibility for the scheduling drivers on the Transportation Calendar for specific trips and appointments as requests are made.
   3. Monitors driver overtime and minimizes usage.
   4. Enters schedule changes to master schedule and prints out new schedules for the drivers.
   5. Enters lunch break times for drivers working 7.5 hours or more into Kronos and prepares weekly lunch break sheet every Monday morning for drivers to sign.
   6. Confirms/reminds residents of appointment pick up time the day prior to the scheduled appointment.
   7. Is responsible for arranging Lyft travel requests by Independent Living residents as needed and coordinating with Finance on charges for these trips under resident accounts.
   8. Ensures all schedules are distributed to the drivers the day before. Texts drivers of start time.
   9. Records all information in a clear and organized method and reports any policy or ethical issues to the supervisor.
   10. Demonstrates flexibility in work hours to meet departmental needs.
   11. Maintains established departmental policies, procedures and objectives and effectively communicates with Supervisor of any such issues, as well as issues with scheduling, drivers, vehicles, and resident complaints/feedback.
2. Spartan:
   1. Enters new Spartan work orders/requests as instructed.
   2. Assigns Work Orders on Spartan to the appropriate Technician/Staff/Vendor.

1. Administrative Duties:
   1. Greets visitors and residents entering the Administrative Suite.
   2. Assists Supervisor with monitoring Office Supplies inventory.
   3. Ensures that copy machine is full of paper in the morning.
   4. Prepares Purchase Orders and Spend-Down sheets for Maintenance and submits to Administrator(s) for approval and to Finance for payment.
   5. Distributes incoming mail within the Administrative Suite and distributes outgoing mail to the HC Mailroom.
   6. Performs any other job-related duties and responsibilities that may become necessary as directed by Supervisor.

Key Characteristics:

1. Demonstrates neatness, accuracy, and dependability.
2. Contributes, develops, and carries out new ideas.
3. Demonstrates an ability to work with others.
4. Ability to work independently.
5. Ability to work in cost and time efficient manner.
6. Wears appropriate clothing. Appearance is neat and well kept.
7. Relates well with residents; is friendly and pleasant.
8. Demonstrates good safety habits—uses equipment appropriately.
9. Attendance/punctuality—comes to work when scheduled and on time.
10. Attends required in-services.

Equipment to be used:

• Computer, fax, copier, scanner, calculator.

Key Accountabilities:

1. Assumes responsibility for scheduling all drivers and transportation needs of residents.
2. Complies with facility policy as it relates to punches, call outs, vacation, time off requests, overtime, and evening pay differences.
3. Documents accurately all transportation schedules and vehicle repairs schedules as needed.
4. Assists in clerical duties within the dept such as filings, mailings, copying etc.
5. Is responsible for assisting Facilities Director with Spartan system, including assignment of work orders, entry of work requests, etc.
6. Customer Service: Communicates with residents regarding appointments, pick up times, Spartan service issues, resolutions, etc.

Qualifications

Work Area and Working Conditions:

• Well lighted, well-ventilated office.
• Subject to frequent interruptions
• Moderate noise level.

Qualifications:

1. High School graduate, or GED
2. Experience in customer service-related field.
3. Experience in staffing schedules.

Physical Requirement (with or without reasonable accommodation):

• While performing the duties of this job, the employee is regularly required to stand, walk, use hands to finger, handle or feel, reach with hands and arms, talk, hears, and listen, taste and smell.
• While performing the duties of this job, the employee is required to sit, climb, or balance, stoop, kneel, crouch or crawl.
• Must regularly lift and/or move up to 10 lbs. and occasionally lift and/or move up to 50lbs.
• Specific vision abilities required including close vision, distance vision, color vision, depth perception, and ability to adjust focus.