Assistant Director - Transportation and Logistics

Under the general supervision of the Senior Executive Director of Building Services, this position provides strategic leadership to various Madison Metropolitan School District auxiliary services, focusing on transportation and support functions such as printing services, central stores, and receiving. The position's primary responsibility is to oversee the day-to-day operations of the MMSD Transportation Department, which provides transportation to all MMSD students, including yellow bus transportation, municipal transit, specialized transportation, and transportation for unhoused students.

Supervision of employees within the Transportation, Fleet Management, Central Receiving, and Print shop departments.

Essential Duties & Responsibilities

• Recruit, hire, and train new employees. Develop performance goals, objectives, and related directives continuously for direct reports and evaluation.

• Plan, develop and implement training and growth plans for direct report staff to ensure continued technical skill development, comprehensive program understanding, and leadership skills where appropriate.

• Create and manage policies and practices within programs to ensure that employee work schedules are fair and flexible where appropriate while ensuring that all MMSD staff receive consistent, high-quality service.

• Provide feedback on staff performance (both positive and negative) and address related issues.

• Establish a culture of management that fosters cross-training of staff and support so that critical tasks are performed by more than one person and necessary coverage is maintained.

• Monitor and facilitate the resolution of staff concerns and work-related problems in the assigned program area.

• Responding to transportation requests/inquiries from teachers, staff, administrators, and parents.

• Analyzing ongoing transportation needs in relation to District guidelines and formulating the most efficient method of meeting needs.

• Overseeing routing of contracted transportation services based on current and/or anticipated needs.

• Monitoring service of contracted transportation vendors and monitoring issues/complaints from parents and school staff. This involves physical observations and collecting/reporting issues involving vendor vehicles/staff at various locations within the District. This requires the ability to understand, interpret, and apply contractual provisions.

• Recording/monitoring and distributing District funded student Metro bus passes to middle and high schools.

• Overseeing the receiving, monitoring and processing changes in student addresses, day care providers, emergency contact information, etc.

• Compiling bus route information for publication and distribution to appropriate staff and contracted carriers. Completing annual required reports and processes for the Department of Public Instruction.

• Coordinating and/or distributing information to schools and contractors (for example, bus rules, pass applications, safety information, disciplinary issues).

• Responding to transportation issues beyond traditional business hours, which includes, but is not limited to: decision-making/calling process for school closings related to weather; calls related to bus accidents, missing children or other safety/security issues.

• Serve as Liaison between Central Receiving and Drivers delivering materials to MMSD schools.

• Manage MMSD fleet operations including, but not limited to, oversee driver schedules, monitoring vehicles, scheduling regular maintenance and/or repairs on MMSD vehicles, and making final decisions on when a vehicle is safe to drive.

• Ensuring vehicles and drivers comply with laws, regulations and industry standards including the adherence of policies to address vehicle usage and driver behavior.

• Monitoring budget accounts for a variety of programs under the direction of the Manager. Review and verify vendor invoices. Creating, updating and/or managing accurate billing templates to standardize and expedite invoice review and approval.

• Provide Senior Leadership with necessary reporting regarding budgeting, schedules, maintenance and fleet progress.

• Gathering school scheduling information from appropriate sources and providing them to vendors as necessary.

• Overseeing the Central Warehouse, District Print Shop and Central Receiving including problem solving with staff, working with Purchasing on equipment attainment, maintain and evaluating inventory and ordering supplies to ensure materials distribution to District Schools

• Collecting, inputting and retrieving data from computerized systems and programs such as Transfinder “Routefinder”, Infinite Campus, and Munis. Generating reports and requests for information based upon this data.

• As approved, attending meetings with school staff, vendors, private schools, and others as a representative of Transportation Services.

• Assisting in the development and implementation of Board of Education policies regarding assigned functions as well as assisting with developing, revising and implementing departmental policies and procedures.

• Complete any and all district required training.

• Performing other duties as assigned.

• Knowledge of relevant laws, Board policy, and regulations.

• Knowledgeable in best practices in student transportation, including, but not limited to, routing, staging, and safe transport.

• Ability to manage multiple projects simultaneously, prioritize, and manage multiple tasks simultaneously and adhere to deadlines.

• Knowledge and extensive experience with effective project leadership, team building, setting achievable goals and expectations, assigning work, establishing priorities, and capitalizing on team strengths, and monitoring workload assignment progress and performance.

• Excellent analytical and problem-solving abilities with a keen attention to detail.

• Demonstrated maturity, sensitivity, and respect in serving district employees and leaders.

• Strong and effective communication, interpersonal, and public speaking skills.

• Proficiency in computer skills, including word processing, spreadsheet applications, email, Google, and document management.

• Ability to adapt and be agile.

• Ability to promote positively and follow Board of Education policies, District policies, and building, and department procedures.

• Ability to utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator.

• Ability to work safely and comply in compliance with all safety and work rules and regulations.

• Valid driver's license meeting the criteria and requirements of MMSD Fleet and Risk Management.

• Ability to explain complex information in an understandable and clear manner.

• Ability to set and execute priorities.

• Ability to resolve matters in a timely manner.

• Ability to work independently and as part of a team, solve problems, resolve conflict, make decisions, and complete assignments on time.

• Demonstrated ability to establish relationships at all levels of the organization.

• Follow principles and practices that promote and advance anti-racism, diversity, equity, and inclusion.

• Willingness to travel to different locations for MMSD purposes.

• Ability to work under general safe and comfortable conditions where exposure to environmental factors is minimal and poses little to no risk of injury.

• The position may require working evenings, nights, and some weekends.

• Bachelor's Degree in a business-related field or an equivalent combination of education and experience.

• Three years of successful experience in middle management of a student transportation program or similar experience.

• Previous experience in fleet asset management.

• Previous supervisory experience or experience providing direction to contractors preferred.

• Experience in a supervisory or leadership role (e.g. delegating work assignments, establishing goals and objectives, mentor, and providing feedback, etc.)

• Excellent analytical and problem-solving abilities with a keen attention to detail.

• Strong communication and interpersonal skills with the ability to work effectively in a team environment and success in creating internal and external partnerships.

• Experience creating and managing strategic goals with measurable and specific goals and achieving set goals.