The Transportation Assistant supports the transportation coordinator in various administrative and operational tasks related to transportation operations. The assistant plays a crucial role in ensuring the smooth function of transportation activities within the organization.

All positions at ICS are expected to interact with participants, volunteers, and staff in a professional manner, reflecting ICS’s Core Values Respect, Integrity, Compassion, Collaboration, and Innovation. Volunteers and donors are integral to the successful mission-delivery of ICS services. Employees are expected to interact with all volunteers and donors in a manner consistent with ICS core values.

Duties and Responsibilities:

• Facilitate the process for Transportation/Shopping services.
• Support Transportation volunteers in handling participant requests for transportation and shopping. Responsibilities include answering phone calls, coordinating participants with volunteer drivers, and entering data into system databases.
• Volunteer management: Train and manage volunteer drivers who assist in providing transportation services, ensuring they adhere to organizational policies and procedures.
• Provide periodic training to all Transportation volunteers.
• Train office volunteers and staff to assist with new ride requests, ride match, and other Transportation tasks as assigned.
• Ensure that all transportation volunteers are following grant requirements and agency requirements, including compliance with insurance, driver’s licenses, Arizona Level 1 Clearance Car, and the Arizona Centralized Background Check
• Maintain effective communication and relationships with participants, volunteers, and staff.
• Vehicle maintenance: Schedule and coordinate routine maintenance and repairs for the organization’s vans, including oil changes, tire rotation, and inspections. Maintain accurate records of maintenance activities, expenses, grant requirements and upcoming services. Monitor the fuel levels of the organization’s vans and ensure they are adequately fueled for daily operations
• Support the development of the Care-A-Van programming to include participant and volunteer recruitment, outreach promotions, ride scheduling, monthly destination schedules and Care-A-Van mileage/maintenance monitoring.
• Coordinate Care-A-Van volunteer driver training and serve as a substitute driver if needed.
• Utilization of Efforts to Outcomes (ETO) to track outputs and outcomes.
• Management of the mileage reimbursement for volunteers to ensure timeliness of reimbursements to volunteers
• Aid the account department and volunteer when issues arise with volunteer payments.
• Assist with monthly and quarterly reports.
• Assist the Senior Services Department in engagement and recruitment of volunteers.
• Develop and maintain the Transportation Services procedures for staff and volunteers.
• Support all Senior Services programs when there is a need identified.
• All other duties as assigned.

Additional Duties:

• Participate in monthly ICS staff meetings
• Participate in additional trainings when requested
• Participate in outreach activities to promote Senior Service programs.
• Participate in ICS volunteer recognition events and other agency projects, as needed

Preferred Qualifications:

• Commitment to ICS’s mission and goals, and able to relate and work with a wide range of individual and community organizations
• Experience working with seniors and disabled adults
• Experience with managing/engaging with volunteers
• Ability to effectively communicate/interact with seniors/disabled adults and ICS volunteers.
• Must have ability to critically think, work independently, multitask, and problem solve
• Skilled in data entry and written documentation of participant, driver behavior and program activities.
• Have good computer skills and experience with Microsoft Office applications.
• Must be well-organized, detailed-oriented, flexible, and able to multi-task with speed and accuracy in a fast-paced work environment.
• Willingness to meet agency standards for attendance and punctuality, positive interactions with others, effective work habits and communication, judgment and ethics as listed in the employee handbook.

Minimum Qualifications:

• Must have a reliable vehicle with proper state registration and insurance.
• Must pass a background check.
• Ability to maintain Arizona Level 1 Clearance Car and Maintain a valid Arizona Driver’s License
• Must be able to pass an Arizona Centralized Background Check yearly
• Bilingual, Spanish and English preferred.