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Job Description: Transportation Dispatcher

SUMMARY

Position: Transportation Dispatcher

Description: Responsible for coordinating and overseeing the daily operations of school bus routes and driver assignments. This role ensures the safe, efficient, and timely transportation of students to and from school, including field trips and extracurricular activities. The dispatcher acts as the primary point of contact between bus drivers, school administration, and parents, providing real-time communication and problem-solving.

Reports to: Transportation Manager

Department: Transportation

Job type: Full-time

Classification: Non-Exempt

QUALIFICATIONS

• A high school diploma or equivalent is required; post-secondary education in logistics or a related field is preferred.
• Experience in dispatch, transportation, or logistics is preferred.
• Commercial Driver’s License Class B with passenger and school bus certification is required.
• Required Testing: Pre-employment Drug Screening, Pre-employment Physical Exam
• Clearances: Criminal Justice Fingerprint/Background and Family Care Safety Registry Clearance
• Continuing Educ. / Training: Attend All Required In-Service Training; Annual training to maintain school bus endorsement; Participation in the District Drug/Alcohol Testing Program

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Plan, assign, and adjust bus routes and schedules to meet the needs of students and school programs.
• Coordinate and assign drivers and buses to scheduled runs and special trips to ensure timely and efficient transportation services.
• Monitor traffic, weather, and other conditions, and adjust bus schedules and work assignments to maintain safe and efficient transportation services.
• Maintain accurate records of routes, schedules, driver assignments, and student attendance on buses and other routine records required for transportation operations.
• Serve as the primary contact for bus drivers, school officials, and parents regarding transportation issues.
• Provide clear and timely communication to parents and staff in the event of delays, route changes, or emergencies.
• Use communication tools such as two-way radios, dispatch software, and phone systems to maintain accurate and clear communication with drivers.
• Ensure that all transportation activities comply with district, state, and federal regulations, including safety standards.
• Report and address any incidents, accidents, or emergencies following established protocols.
• Assist in developing and maintaining emergency evacuation plans for school buses.
• Assign substitute drivers and buses in case of absenteeism, mechanical failure, or other issues.
• Assist in scheduling driver training and ensuring drivers comply with licensing and certification requirements.
• Maintain accurate records of driver work hours, fuel usage, and vehicle maintenance needs.
• Assist in the preparation of transportation reports and analysis to improve service delivery.
• Track and resolve any complaints related to transportation services, collaborating with relevant departments when needed.
• Coordinate and schedule transportation for field trips, extracurricular activities, and special events, including maintaining invoicing as necessary.
• Respond to inquiries, complaints, and schedule changes from parents, school staff, or drivers, and initiate action to resolve issues.
• Maintain records of mileage, student counts, fuel usage, and other relevant data for transportation analysis and reporting.
• Operate a School Bus as a driver when needed.
• Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.
• Performs other duties as assigned, including assisting in emergency response and supporting the Transportation Supervisor as needed.

SKILLS AND ABILITIES:

• Strong communication skills, both verbal and written.
• Ability to manage and prioritize multiple tasks in a fast-paced environment.
• Proficiency in using dispatch software, GPS systems, Microsoft Office suite, and other related technology.
• Knowledge of state and federal transportation regulations, including student safety standards.
• Ability to develop and maintain productive working relationships both within and outside the district.
• Ability to comprehend and follow complex written and oral instructions.
• Efficient in scheduling activities, meetings, and events; collecting and organizing data; and employing basic job-related equipment.
• Adaptability to work collaboratively in diverse environments and situations, manage data with defined processes, and operate standardized equipment is necessary.
• Effectively identify issues and develop actionable plans to address them. This includes interpreting guidelines independently and solving moderate equipment-related problems.
• Knowledge of local streets, highways, landmarks, and school locations within the district’s primary geographic area.
• Strong problem-solving and decision-making skills, with the ability to analyze situations and make effective decisions under pressure.
• Develop efficient and cost-effective bus routing schedules.
• Strong interpersonal skills, including tact, patience, and courtesy, when communicating with drivers, staff, and parents.
• Expected to maintain confidentiality, meet deadlines and schedules, and manage detailed data and information efficiently.
• Familiarity with first aid and emergency evacuation procedures in school bus operations.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

The role involves both office and outdoor environments, with exposure to inclement weather, noise, and exhaust fumes. Physical requirements may include carrying, pushing, and pulling objects up to 50 pounds, as well as sitting or standing for extended periods.

Early morning, late afternoon, and occasional weekend work may be required.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements, physical demands, work conditions and environment listed above are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.