Job Title: Coordinator of Dispatch

Location: Transportation Services

Pay Grade: Administration and Professional Scale Grade A07E

Work Calendar: All 12 Month Staff

FLSA Status: Exempt

GENERAL PURPOSE

Reporting to the Assistant Director of Transportation Services, the Dispatch Coordinator is responsible for exercising independent judgment in making decisions regarding citizen concerns/complaints, two-way radio transmissions from bus drivers, coverage of bus routes for absent drivers/attendants, managing spare and unassigned bus inventory, and maintaining a roster of substitute drivers and attendants. The Dispatch Coordinator will oversee the day-to day-operation of the Transportation Dispatch Office and the Activity Program.

MAIN JOB TASKS AND RESPONSIBILITIES

Oversees the transportation dispatch office

• Collaborates with the department leadership team to set and communicate department standards and ensures consistent application by all dispatch and activity program staff.
• Ensures that all bus routes have buses, drivers, and attendants (if applicable) assigned and helps ensure the smooth functioning of daily transportation operations.
• Oversees effective communication and provides assistance to schools and constituents regarding daily transportation operations.
• Oversees and monitors electronic records of absence coverage, spare buses, bus breakdowns, and schedule information.
• Oversees the preparation of accident/incident notification information to schools and administration.
• Oversees the notification process to bus drivers of buses due for inspection and service and coordination of spare and unassigned buses assignments.
• Oversees the assignment and billing of extracurricular and athletic trips.
• Supervises all dispatch staff and substitute drivers/attendants, and activity bus drivers.

Ensures strong dispatch operations and compliance.

• Maintains communication with drivers via two-way radio and assists with breakdowns, accidents, route changes and other emergencies
• Resolves situations involving questions and complaints, equipment failure, and route changes.
• Utilizes computer-guided routing software to provide guidance to drivers in the field and formulate route changes due to traffic accidents or road construction.
• Responds to and logs radio transmissions from bus drivers, dispatches substitutes to required locations, logging each incident by type, area and time and following-up as appropriate.
• Provides information regarding bus operations to parents/guardians, school administrators, law enforcement agencies and assigned drivers and attendants.
• Provides assistance to school administrators regarding scheduled and unscheduled bus transportation.
• Communicates orally and in writing with school system staff, parents/guardians and the general public.
• Willing to work flexible hours when other dispatchers are absent or to support special work assignments

Support and demonstrate core values of Stafford County Public Schools

• Engage in ongoing professional development relevant to position.
• Respond to written and oral requests for information promptly and thoroughly.
• Maintain a clean, neat appearance, appropriate to position.
• Maintain a record of appropriate attendance and punctuality.
• Serve as a role model for students, colleagues, and the general public.
• Work in close harmony with colleagues, supervisors, and co-workers.
• Comply with all District and School policies and regulations, including but not limited to guidelines for confidentiality.
• Perform other related duties as required/assigned.

EDUCATION AND EXPERIENCE

• High School Diploma or its equivalent.
• Experience in bus fleet operations and management. Experience with pupil transportation software preferred.
• Five years’ experience as a dispatcher or similar position preferred.
• Possession, or ability to obtain within six months of employment, a Commercial Driver’s License with a school bus certification valid in the Commonwealth of Virginia preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge
  • School bus transportation and operation processes and systems
  • Bus routes and surrounding geographic areas in Stafford County for efficient routing.
  • Principles and methods relevant for complaint resolution.
  • Federal, state and local laws, policies and regulations affecting student transportation.
  • Stafford County Public Schools policies and regulations, especially those involving due process obligations to students, families, and employees.
• Skills
  • Computer systems, software, and operations for transportation management such as Versatrans/Traversa.
  • Operation of business equipment to include fax machine, copier, two way radio and multiple line phone system.
  • Proficient in Microsoft Office and Google Suite.
  • Meticulous attention to detail.
• Abilities
  • Planning and supervising large numbers of staff, bus routes and schedules.
  • Work on multiple tasks with effectiveness and organizational skill.
  • Solve scheduling and resource demand conflicts.
  • Communicate effectively in speech and writing, especially with aggrieved parties and /or dealing with sensitive topics.
  • Maintain confidentiality as required by laws, regulations, and policies.
  • Work flexible schedule based upon operational requirements which may require that the employees make themselves readily available outside of their normal working hours for electronic consultation, telephone consultation, and/or return to work.
  • Work cooperatively in a team environment to meet goals.
  • Organize and perform work independently.
  • Meet deadlines for all work even when working on multiple projects.
  • Show sustained effort and enthusiasm in quality and quantity of work.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

• Work environment is both indoors and outdoors, with moderate noise and occasional proximity to roadways with moving traffic, temperatures that are impacted by weather conditions, and some exposure to chemicals or other negative air quality elements.
• The work is moderate work, requiring exertion of up to 50 pounds of force to move or lift objects.
• The following physical and mental abilities are representative of those expected to complete the essential functions of the job: standing for prolonged periods; sitting for prolonged periods; operating motor vehicles or heavy equipment; moving the hands, wrists, or fingers repetitively; moving with force on the back or lower body repetitively; feeling, grasping, or holding objections by hand; identifying colors visually; identifying objects in low light or distant conditions; communicating via spoken language; communicating via written language; perceiving sounds; making decisions using logic and rational thinking.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations shall be made, as required by law, to enable individuals with disabilities to perform the primary job functions herein described.

Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties, just as though they were actually written out in this job description.