Transportation and Facilities Coordinator

POSITION SUMMARY

The Transportation and Facilities Coordinator is responsible for coordinating and monitoring the transportation, vehicle, facility, grounds, maintenance, and related safety functions of the CAS/Morgan County Head Start & Early Head Start Program.

The Coordinator ensures that transportation services are provided safely and efficiently; program vehicles are properly maintained and inspected; facilities, playgrounds, and grounds are safe and well maintained; and required records, inspections, and monitoring activities are completed.

The position works closely with the Director, management team, transportation staff, program staff, contractors, and vendors to ensure compliance with the Head Start Program Performance Standards, Tennessee child care licensing requirements, applicable transportation requirements, program policies and procedures, and other applicable federal, state, and local requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. TRANSPORTATION OPERATIONS & CHILD SAFETY — 25%

• Coordinate daily transportation operations, including bus routes, stops, schedules, driver assignments, and adjustments needed to meet program and family needs.
• Develop and periodically review routes to promote efficient transportation, reasonable ride times, and safe loading and unloading locations.
• Monitor transportation operations to ensure children are transported safely and in accordance with Head Start requirements, applicable state and federal requirements, and program policies and procedures.
• Ensure required child boarding and exiting procedures are followed and that children are accurately accounted for throughout transportation.
• Ensure post-trip procedures include a physical inspection of each vehicle to verify that no child remains on the vehicle.
• Monitor appropriate use of child safety restraint systems and other required transportation safety equipment.
• Ensure drivers complete required pre-trip and post-trip inspections.
• Periodically observe bus routes, drivers, loading and unloading procedures, and transportation practices to verify compliance and identify needed corrective action.
• Ensure required transportation safety and emergency equipment is present, accessible, and maintained in working condition.
• Coordinate and document required bus evacuation drills.
• Provide or coordinate required pedestrian safety, vehicle safety, and safe-riding education for children and families.
• Evaluate proposed bus stops and loading/unloading locations for safety.
• Respond promptly to transportation emergencies, accidents, route concerns, or other transportation-related issues.
• Work with families and program staff to resolve transportation concerns and reduce transportation-related barriers to attendance and participation.

2. FACILITIES, GROUNDS & PHYSICAL ENVIRONMENT — 20%

• Routinely inspect and monitor program buildings, classrooms, offices, playgrounds, parking areas, grounds, and other program spaces.
• Identify maintenance, repair, health, safety, accessibility, and facility needs and coordinate timely corrective action.
• Develop and maintain preventive maintenance schedules for buildings, equipment, HVAC systems, plumbing, electrical systems, appliances, and other facility systems as appropriate.
• Receive, prioritize, coordinate, and monitor facility work orders through completion.
• Coordinate and/or perform routine maintenance and minor repairs within the employee's training, experience, and ability.
• Arrange for qualified contractors or vendors when specialized repairs or services are required.
• Coordinate emergency repairs and respond promptly to conditions that could affect the health or safety of children, families, staff, or visitors.
• Monitor and coordinate maintenance of lawns, landscaping, playground areas, fencing, parking lots, sidewalks, drainage areas, and other exterior spaces.
• Inspect playgrounds and outdoor environments and ensure identified hazards or maintenance concerns are corrected.
• Assist with facility renovations, construction, playground improvements, equipment installation, and other facility improvement projects.
• Coordinate movement, setup, installation, and relocation of furniture, fixtures, supplies, and equipment.
• Assist with setup and facility needs for training events, parent events, meetings, and other program activities.
• Maintain facilities in a clean, safe, functional, and professional condition appropriate for children, families, staff, and visitors.

3. VEHICLE/FLEET MAINTENANCE & ASSET MANAGEMENT — 15%

• Develop and maintain a preventive maintenance schedule for school buses and other program vehicles.
• Ensure required vehicle inspections, routine maintenance, servicing, and repairs are completed timely and documented.
• Maintain records for each program vehicle, including mileage, fuel usage, inspections, maintenance, repairs, service dates, and associated costs.
• Monitor the mechanical and physical condition of program vehicles and promptly address conditions that could affect safe operation.
• Remove or recommend removal of unsafe vehicles or equipment from service until appropriate repairs are completed.
• Coordinate vehicle repairs and services with qualified vendors.
• Obtain estimates, bids, quotes, and other documentation in accordance with program procurement and fiscal procedures.
• Monitor fuel, oil, repair, maintenance, inspection, and other fleet-related expenditures.
• Assist the Director and Fiscal Services in planning for major repairs, vehicle replacement, equipment purchases, and long-range fleet needs.
• Maintain appropriate inventories and records for transportation and facility equipment and other assigned program assets.

4. COMPLIANCE, MONITORING, SAFETY & DOCUMENTATION — 15%

• Monitor transportation and facility operations for compliance with Head Start Program Performance Standards, Tennessee child care licensing requirements, program policies, and other applicable requirements.
• Maintain complete, accurate, current, and organized transportation and facility records.
• Ensure required safety inspections and checklists are completed according to established schedules.
• Document identified deficiencies and monitor corrective action through resolution.
• Maintain records of facility inspections, preventive maintenance, work orders, repairs, contractors, warranties, vehicle inspections, mileage, maintenance, drills, and other required activities.
• Assist with investigations and documentation of incidents involving program vehicles, facilities, playgrounds, grounds, or equipment.
• Immediately report conditions presenting an imminent threat to health or safety and take appropriate action to restrict access or remove unsafe vehicles, equipment, or areas from service.
• Assist in developing, reviewing, and updating transportation, facility, preventive maintenance, safety, and emergency procedures.
• Participate in federal, state, licensing, fiscal, and internal monitoring reviews and provide requested records and documentation.
• Assist with emergency preparedness activities involving transportation, buildings, utilities, severe weather, evacuation, and other facility-related emergencies.
• Monitor trends, recurring maintenance concerns, transportation issues, and safety risks and communicate findings and recommendations to the Director.

5. STAFF COORDINATION, CREDENTIALS & TRAINING — 15%

• Coordinate the day-to-day work and scheduling of transportation personnel as assigned.
• Monitor driver performance and compliance with transportation policies, safety requirements, and assigned routes and schedules.
• Work with Human Resources to ensure drivers maintain required driver's licenses, CDL endorsements, medical certifications, and other required credentials.
• Maintain or assist in maintaining systems for tracking expiration and renewal dates for required transportation credentials.
• Assist with recruitment, interviewing, orientation, training, and ongoing development of transportation personnel.
• Identify transportation staffing needs and communicate those needs to the Director.
• Ensure an adequate number of qualified drivers are available to meet program transportation needs.
• Develop and/or provide transportation and facility-related training for employees as needed.
• Provide coaching, technical assistance, and corrective guidance when monitoring identifies deficiencies.
• Promote consistent implementation of transportation, facility, safety, and emergency procedures among program staff.
• Communicate effectively with staff regarding route changes, facility concerns, maintenance activities, emergencies, and other operational matters.
• Promote teamwork, professionalism, accountability, and a program-wide culture of safety.

6. PROGRAM SUPPORT & PROFESSIONAL RESPONSIBILITIES — 10%

• Assist in developing and monitoring transportation and facilities budgets and communicate anticipated needs to the Director and Fiscal Services.
• Ensure purchases and expenditures associated with assigned areas are appropriate and follow program purchasing and procurement procedures.
• Coordinate with vendors, contractors, inspectors, and community partners as necessary.
• Provide regular updates to the Director regarding transportation operations, vehicle conditions, facility needs, safety concerns, projects, expenditures, and anticipated needs.
• Participate as an active member of the program's management team and attend meetings, training, committees, workshops, and conferences as assigned.
• Assist with Head Start/Early Head Start recruitment, community outreach, and program events as requested.
• Support program non-federal share/in-kind efforts and ensure allowable contributions associated with assigned areas are appropriately documented.
• Maintain positive and professional relationships with children, families, staff, vendors, contractors, community partners, and members of the public.
• Maintain confidentiality of child, family, employee, and program information.
• Demonstrate dependable attendance, effective communication, organization, initiative, and appropriate professional judgment.
• Comply with CAS/Morgan County Head Start & Early Head Start policies and procedures, Standards of Conduct, Head Start Program Performance Standards, Tennessee child care licensing requirements, and other applicable requirements.
• Complete special projects and assignments delegated by the Head Start/Early Head Start Director.
• Perform other duties as assigned that are consistent with the general scope and responsibility of the position.

Pay: From $23.00 per hour

Expected hours: No less than 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

License/Certification:

• Do you have a valid CDL License with a P and S endorsement? (Required)

Work Location: In person

Salary : $23