Dispatch Assistant - Seasonal

Position Summary:

This position provides general clerical, telephone and radio support for the Modesto terminal office and provides back-up, as needed for driver supervisor’s dispatch duties. This position requires contact with a diverse group of staff, internal and external contact at all levels of the organization.

Essential Functions / Duties and Responsibilities

• Answer phones and radios and greet all drivers, sub-haulers (all customers) and general public in a professional and courteous manner;
• Provide back-up support and relief coverage for company dispatchers  and other staff during breaks and as needed;
• Assist dispatchers in daily load assignments; Makes loading and unloading appointments as needed.
• Effectively communicate with drivers and customers via phone, radio or other means of communication to provide direction and problem-solving with driver, both verbally and in writing, in English and/or Spanish, as needed.
• Prepare and enter data and any documentation related to daily operations into scanner and/or computer.
• Gather, sort, and review/analyze company driver logs and DVIR’s for irregularities as required by DOT and CHP; Track and return documents to drivers for completion or correction; to assure regulatory compliance follow up appropriately with drivers each day to collect corrected or missing documents.
• Keep driver supervisor/dispatchers informed of any drivers with non-compliance issues, Hours of Service Violations, log and DVIR irregularities. Provide dispatchers with daily list of drivers with outstanding logs, DVIR’s or other load documents.
• Collect, sort, match logs, field tags, freight bills, and other load documents; maintain electronic or paper files of same as directed by terminal manager
• Audit load paperwork for each company driver; Work with drivers to assure missing or incorrect items on their log books are corrected and returned to the office promptly
• Monitor, Issue/collect all items required for bin and hopper transportation such as but not limited to grain ratchets, pogo sticks, wench bars, straps/ropes and corner irons; prepare and maintain documentation showing related equipment issued to employees and returns. 
• Assist dispatchers as needed to communicate with maintenance department personnel regarding repair orders to assure that equipment had been repaired and proper paperwork has been turned in; Review or audit DVIR’s to ensure drivers accurately complete and turn in daily and that all paperwork is signed off as required by FMCSA.
• Copy load documents for billing purposes.
• Coordinate sub-hauler recruitment and on-boarding activities; assure all sub-haul paperwork is issued, collected and properly on file with the company; collect and review all sub-haulers (independent contractors) paperwork to assure compliance with DOT and company compliance standards; perform sub-haul related duties in efficient manner in order to provide seamless contracting and onboarding of sub-haulers.
• Prepare and maintain timely and accurate sub-haul records and progress reports for terminal manager, showing individual sub-haulers’ progress towards file completion and paperwork compliance; keep terminal manager informed of progress so adequate number of sub-haulers are authorized and ready to start at start of season.
• Provide dispatch and management personnel with back-up and other assistance as needed for other operations duties (non-supervisor duties)  including, but not limited to::
• • Work with office clerk to gather information needed for accounting dept. to complete payroll and billing, in a timely and effective manner;
  • Assist in developing and maintaining customer maps
  • Assist dispatch dept. staff in making appointments with customers for loading/unloading of product
  • Act as liaison between dispatch and maintenance departments and rental truck providers on out-of-service issues and scheduling of replacement trucks;
  • Work with maintenance safety and/or operations departments. to assure all tickets for mechanical violations have been repaired and signed off by the CHP in a timely fashion.
  • Take  physical inventory of equipment, including empty containers, in yard as directed by terminal manager
  • Be available to work day or night shift, including overtime and weekends as directed by terminal manager;
  • Drive the company vehicles for duties as assigned.
  • Adhere to company policies, procedures an safety regulations. Use all safety equipment necessary. Report any unsafe acts or conditions.
  • Other duties as assigned

Performance Standards:

• Effectively participates as part of the team, assisting where appropriate and requesting assistance when needed.
• Achieves a customer focus by delivering high quality, cost effective service.
• Adheres to company policies, procedures and practices and industry rules/regulations.
• Performs all duties in keeping with Company mission, vision and values.
• Completes assignments in timely and accurate manner; performing duties independently with minimum supervision.
• Organize projects, prioritize workflow and complete multiple tasks simultaneously and accurately
• Must be able to work and communicate articulately and effectively with a diverse group of employees, customers, and general public.
• Maintains the highest level of professionalism
• Maintains at all times the highest level of confidentiality—maintaining the confidentiality of all proprietary information, trade secrets, company and/or customer information and employee information-- including but not exclusive to wages, load rates, addresses, status, and other private information that may be accessed through the position or department.

Position Specifications

Education:

• High school diploma, GED or trade school equivalent, Some college preferred
• Strong verbal and written communication skills required
• Bilingual, English and Spanish preferred.
• Ability to read, understand, and explain materials commonly used in the job function
• Strong English, grammar, spelling, punctuation and math skills.

Technical Training:

• Demonstrated knowledge of office practices, procedures and equipment
• Demonstrated knowledge of the transportation duties and dispatching methodology
• Good sense of geographic area with ability to read maps and give accurate directions.
• Experienced Microsoft Outlook, Word, Excel computer skills; able to learn and utilize proprietary software programs required for the job functions
• Valid California Driver License with an acceptable record.

Experience:

• Minimum of 1 year general clerical experience with high people interaction.
• Min. of 6 mo. dispatch experience.
• Experience in transportation industry or related field helpful.

Work Environment:

• Typical office/inside environment with frequent exposure to shop, yard and outside environment.
• Occasional travel required.

Physical/Mental Abilities:

• Professional attitude and appearance consistent with position and responsibilities.
• Self-motivated and detail oriented; work with minimum supervision.
• Required to sit, stand, walk, and reach with hands and arms.
• Occasionally lift up to 100 lbs.
• Frequently lift up to 50 lbs.
• Must use hands for repetitive simple grasping, pushing, pulling and fine manipulation.
• Must have visual acuity sufficient to read a computer screen, maps, dispatch sheets, documentation, and policies & procedures.
• Ability to occasionally bend, squat and climb including ability to ascend and descend stairs.
• Mental acuity to analyze information and to make effective, positive decisions, using good judgment.