Transportation Administrative and Customer Service Specialist

Job Summary: Provides front-line transportation customer service, ticket coordination, administrative support, records management, routine daily operations support, and substitute van driving. The position receives and organizes service requests, communicates established decisions, maintains required records, coordinates routine driver, vehicle, activity-trip, and specialized transportation information, and serves as the primary substitute driver for district-operated van routes and other Type III transportation needs. The position applies established procedures, resolves routine matters within defined authority, and escalates technical routing, safety, personnel, policy, and significant service concerns to the appropriate Coordinator or Transportation Supervisor.

Qualifications: High school diploma or GED. Valid Minnesota Class D driver's license (Class C preferred). Ability to satisfy District qualification, background, driving-record, training, and medical requirements for assigned Type III vehicle operation.

Note: Such alternatives to the above qualifications as the School Board may find appropriate and acceptable. Clean driving record verified through state and District review. Experience in dispatch, customer service, office administration, transportation, records management, or a similarly time-sensitive service environment. Experience using digital communication, ticketing, database, spreadsheet, form, or recordkeeping systems. Experience working with student transportation, children, families, or diverse populations preferred. Demonstrated record of dependable attendance, professional communication, accurate recordkeeping, and effective response to changing priorities.

Schedule: 260 days - Monday - Friday, 8 hours/day FLSA Status: Non-ExemptTasks and Responsibilities: Manage the transportation phone line, email, and help-ticket system; receive, categorize, document, track, follow up on, and close requests. Gather missing information, answer routine family and staff questions, explain published transportation guidelines, and provide basic assistance with MyRide and other transportation resources. Receive stop-change and service requests, confirm completeness, route matters for technical review, and communicate routine decisions made by the appropriate Coordinator or Supervisor. Maintain a tracking system for outstanding requests and follow-up items; identify overdue, unresolved, recurring, or nonroutine concerns for escalation. Remain calm, professional, and solution-focused when managing a high volume of calls and communications from frustrated families; de-escalate concerns, communicate clearly, and identify matters requiring escalation. Receive driver absence notices, identify available coverage, communicate daily assignments established by the Supervisor, and refer unresolved coverage problems to the Transportation Supervisor. Communicate routine student and route changes to drivers, monitor service, and respond to routine delays and operational questions within established procedures. Coordinate district vehicle assignments and track inspection, maintenance, readiness, fuel, mileage, attendance, and service information. Serve as the primary substitute driver for district-operated van routes and provide additional Type III transportation as assigned. Safely transport students and staff; conduct required pre-trip and post-trip inspections; maintain required records; and follow District, state, and federal transportation requirements. Provide routine administrative support to the Transportation Supervisor and Transportation Coordinators. Maintain department files, routine transportation data, route rosters, reports, correspondence, calendars, deadlines, forms, and records-retention practices. Maintain driver qualification, training, and Type III documentation under Transportation Supervisor oversight and flag missing or expired documentation. Complete transportation-system data entry and prepare and distribute route sheets, rosters, maps, driver information, and other materials after eligibility or routing decisions have been made. Process invoice documentation, nonpublic reimbursement records, and routine administrative support for state transportation reporting. Provide administrative support to the Transportation Supervisor, Router and Operations Specialist, and Specialized Services Coordinator. Maintain required supplies, documentation, and safety equipment for the department and district-operated vans Provide additional support during high-volume summer and start-of-year operations. Process routine activity-trip requests, maintain trip information and records, and coordinate routine vendor scheduling within established procedures. Provide routine administrative support for specialized education, homeless, care-and-treatment, and out-of-district transportation records and family, provider, school, or driver follow-up. Communicate established specialized transportation information and refer service, safety, equipment, eligibility, routing, or policy questions to the Specialized Services Coordinator or Transportation Supervisor. Performs other job-related duties as requested or assigned. This job description is intended to outline the general nature and key responsibilities of the role. It is not an exhaustive list of all duties, responsibilities, and qualifications required. The District reserves the right to modify, add, or remove duties as necessary. Knowledge, Skills, and Abilities: Ability to remain calm, professional, and solution-focused when managing a high volume of calls and communications from frustrated families, including the ability to de-escalate concerns, communicate clearly, and identify matters requiring escalation. Exceptional customer-service and interpersonal skills, including active listening, conflict de-escalation, responsiveness, patience, and follow-through. Ability to organize competing priorities, maintain detailed tracking systems, meet deadlines, and complete accurate follow-up in a time-sensitive environment. Ability to apply established procedures consistently, exercise sound judgment within defined authority, resolve routine operational issues, and recognize when higher-level review is required. Knowledge and ability to maintain confidential student, driver, vehicle, training, financial, and transportation records accurately. Ability to learn and use transportation, ticketing, student-information, communication, database, spreadsheet, and document-management systems. Experience using word processing, spreadsheet and calendar applications. Ability to communicate effectively with families, drivers, employees, vendors, schools, providers, and district departments. Commitment to student safety, reliability, confidentiality, professionalism, and respectful service to students of all abilities and backgrounds.

Working Conditions: See attached job description Pay: $25.73 - $28.36 DOE Benefits: Please see the attached Technical Support Terms and Conditions.

Diversity Statement: Stillwater Area Public Schools recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting our academic mission. Stillwater Area Public Schools is committed to attracting and retaining employees with varying identities and backgrounds. Black, Indigenous, and People of Color (BIPOC), women and LGBTQ+ candidates are strongly encouraged to apply. Address Application Materials to: Tom Risley, Transportation Supervisor Thank you for your interest in Stillwater Area Public Schools!