Transportation Assistant, Transportation

Facilities/ Transportation Department

Catholic School Centre

1000 5 Avenue SW, Calgary

Overall Accountability

The Transportation Assistant provides support to the Transportation Coordinators and Manager, Transportation in all areas related to department transportation routing, scheduling, invoicing and cost reconciliation.

Specific Accountabilities

• Performs & coordinates annual student transportation registration data entry and processes

• Performs and supports annual transportation system tasks and processes

• Reviews requests, schedules, and notices to determine work assignments, sequences, and destinations for the transportation team members

• Coordinates all daily incoming transportation operations concerns, ensuring they are assigned to the applicable team member or group for actioning

• Monitors, tracks, and reports daily on bus route efficiencies and on-time performance for contract review, enforcement, and cost penalty assignment by the Manager, Transportation

• Collects, coordinates, and responds to general transportation department inquiries from district staff, parents, and district partners

• Sorts and distributes correspondence and mail, including faxes and email

• Manages monthly waived Calgary Transit pass processes; orders, collects and returns passes; produces reconciliation reports including audit reports to support the required city audit process

• Contacts service providers, school staff and parents when student information is missing or incomplete for transportation assignments

• Collaborates with contracted carriers to assist in arranging or making changes to student transportation needs as required

• Maintains and updates the information databases for the transportation department; including lists, files, and records of transportation service providers

• Reviews and reconciles department invoices for accuracy and sign off by Manager

• Resolve invoicing issues & statement reconciling with Carriers and the District Finance team

• Provide administrative support to the Manager, Transportation and team; including updating department distribution lists, contact sheets, documents, and folders

• Assists & supports the planning and coordination of department events and recognition programs

• Creates and distributes various required department reports and presentations

• Collects, coordinates, and distributes various carrier wide communications and information updates from the Transportation Coordinators & Manager

Qualifications

• High school diploma

• One (1) to (2) years’ experience in transportation operations

• Experience working with Calgary Catholic’s student information system

• Proficient with Microsoft Office, PowerSchool, VersaTrans, CLEVR, EdForms, ServiceNow, and various carrier GPS apps and transportation systems

• Excellent communication, organization and interpersonal skills

• Ability to work independently requiring a high level of accuracy and detail

• Working knowledge of student transportation principles

• Ability to deal with sensitive issues in a manner demonstrating sound judgment and diplomacy

• Experience and ability to work with invoices and district accounting procedures