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Transportation Administrative Coordinator

SUMMARY: The Transportation Administrative Coordinator provides administrative and operational support to the Transportation Department to ensure the safe, efficient, and compliant operation of the school district's transportation services. This position coordinates Commercial Driver's License (CDL) compliance, Department of Transportation (DOT) drug and alcohol testing requirements, dispatch operations, the district's Pay-to-Ride program, customer service, driver onboarding, transportation records, and a variety of administrative functions. The Transportation Administrative Coordinator works closely with the Director of Transportation, school bus drivers, district staff, parents, students, and regulatory agencies to support reliable transportation services that promote student safety and operational excellence.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Maintain driver qualification files to ensure all school bus drivers remain compliant with federal, state, and district licensing requirements.
• Monitor and track Commercial Driver's License (CDL) expiration dates, medical examiner certificates, school bus endorsements, annual driving record reviews, and other required driver documentation.
• Coordinate the department's DOT Drug and Alcohol Testing Program, including random selections, pre-employment, post-accident, reasonable suspicion, return-to-duty, and follow-up testing requirements.
• Maintain confidential transportation personnel records in compliance with DOT, FMCSA, Iowa Department of Education, and district requirements.
• Assist with daily transportation dispatch operations by responding to route changes, driver absences, vehicle breakdowns, weather-related adjustments, and emergency situations.
• Coordinate the district's Pay-to-Ride transportation program, including student enrollment, eligibility verification, billing, payment tracking, account reconciliation, and parent communications.
• Serve as the primary point of contact for parents and guardians regarding transportation questions, bus stop information, routing concerns, transportation requests, and student transportation eligibility.
• Assist with recruiting and onboarding new school bus drivers by scheduling interviews, coordinating pre-employment requirements, collecting employment documentation, scheduling training, and monitoring completion of licensing and certification requirements.
• Assist in the preparation of  reports, correspondence, spreadsheets, presentations, and other transportation-related documents.
• Assist with field trip scheduling, vehicle assignments, driver assignments, and transportation logistics.
• Assist in assigning students to school bus routes; changes requests from parents; and other student routing functions.
• Support emergency transportation communications and documentation during inclement weather, emergencies, or other operational disruptions.
• Coordinate departmental purchasing requests, supply inventories, and office records as assigned.
• Monitor and track department staff time records and leave requests for accuracy.
• Assist with state transportation reporting, audits, compliance documentation, and record retention requirements.
• Support department budgeting activities by maintaining records, processing invoices, preparing requisitions, and tracking inventory.
• Collaborate with district administrators and school staff to ensure efficient transportation services that meet student needs.
• Maintain strict confidentiality regarding employee, student, and transportation information.
• Participate in required meetings, training, and professional development activities.
• Serve as a school bus driver as needed.
• Perform other duties as assigned by the Director of Transportation.

EDUCATION & RELATED WORK EXPERIENCE

• Associate degree in Business Administration, Office Administration, Transportation Management, Logistics, or a related field preferred.
• Three or more years of progressively responsible administrative experience, preferably in school transportation, logistics, public works, or a transportation-related field.
• Knowledge of DOT, FMCSA, Iowa Department of Education, and Iowa school transportation regulations is preferred.
• Experience with transportation routing software, dispatch systems, and transportation management software is preferred.
• Commercial Driver's License, Class B, with school bus and passenger endorsements preferred.
• Equivalent combinations of education and relevant experience may be considered.

TECHNICAL SKILLS, KNOWLEDGE & ABILITIES

• Knowledge of transportation office operations, dispatch procedures, and administrative support functions.
• Working knowledge of DOT, FMCSA, and Iowa school transportation regulations.
• Proficiency with transportation routing software, dispatch systems, Microsoft Office applications, spreadsheets, databases, and other office technologies.
• Strong organizational skills with the ability to prioritize multiple responsibilities while meeting deadlines.
• Excellent verbal, written, and interpersonal communication skills.
• Strong customer service skills with the ability to communicate effectively with parents, employees, students, administrators, and community members.
• Ability to maintain confidential information and exercise sound judgment in sensitive situations.
• Ability to remain calm and make sound decisions in a fast-paced environment with changing priorities.
• Strong attention to detail and ability to identify and resolve problems proactively.
• Ability to establish and maintain positive working relationships with employees, parents, school staff, vendors, and regulatory agencies.

DESIRED CHARACTERISTICS

• Highly organized and detail-oriented.
• Strong customer service orientation with a commitment to responsive communication.
• Ability to remain calm and make sound decisions in a fast-paced, deadline-driven environment.
• Effective problem solver with strong interpersonal and communication skills.
• Ability to work independently while contributing positively to a collaborative team.
• Demonstrates initiative, flexibility, and adaptability to changing operational needs.
• Commitment to maintaining a safe, efficient, and student-centered transportation program.
• Demonstrates integrity, professionalism, and confidentiality in all aspects of the position.

Full Job Description: Transportation Admin