Dispatcher / Office Administrator - 1 Year Contract
Scope
The Dispatcher/Office Administrator manages the dispatch and office administration functions of the terminal, maintains and communicates passenger and route information to bus drivers, enters data into the Bus Hive database, provides administrative support to the team and positively represents Martins Bus Service in the community at large. This role reports to the Operations Manager.
Responsibilities
· Be considerate and courteous to employees, parents, passengers and school staff
· Act as primary dispatcher as assigned; communicate with bus drivers using the two-way radio system; record and report delays, mechanical problems and accidents; communicate with parents, caregivers and school boards regarding incidents and passenger and route requirements and changes; ensure spare drivers have require documentation for the assigned route.
· Act as primary reception as assigned including but not limited to answering phones, greeting visitors and employees; provide customer service and respond to questions and queries; redirect calls as required; sort and distribute mail and packages to team members
· Validate and enter data into Bus Hive including but not limited to: daily updates and route changes, work orders and inventory, driver assignments and driver hours worked and vehicle mileage tracking and other data as required
· Calculate hours for spare drivers and work log entries and enter data into Bus Hive based on payroll schedules and deadlines
· Maintain passenger Emergency Medical Forms and distribute to drivers for assigned routes
· Maintain and update the dispatch board throughout the day
· Coordinate drivers and buses required for bus maintenance and repairs or pick up and delivery of vehicles or parts
· Collaborate with school boards to ensure bus routes have correct rights/lefts; maintain files and distribute updates lists to drivers
· Collect fuel receipts; enter into required system(s) as needed
· Retrieve, update and distribute route changes to drivers
· Provide administrative support to the team as required; maintain employee staff contact lists; update Vehicle Control Cards and maintain an accurate file for each vehicle; coordinate office meetings and events; organize venues, catering and other logistical requirements
· Annually, prepare driver log books including affixing stickers, vehicle and insurance documentation and start up packages for drivers; ensure new log books are placed in each bus for the new year; audit vehicle keys and ensure there are 2 sets of keys for each vehicle; maintain route signs received from the school board and place on buses as required
· Operate a bus for a route on-call/standby
· Prepare and distribute End of Day report for the Operations Management Team; prepare other reports as required
· Other duties as assigned
Authorities
· Correct Driver Daily Log sheets and provide positive feedback to driver on correct procedures for completion
· Organize venues, catering and logistical requirements for meetings
· Coordinate drivers and buses for routes and other requirements
· Organize pickups and deliveries with external parties and vendor
Education, Knowledge and Experience
· 1+ year(s) experience in a fast paced office environment
· Intermediate computer experience; Microsoft office and data entry an asset
· Experience in a customer service environment
· Experience as a dispatcher in a fast paced environment an asset
· Valid B License or ability to obtain such
· 3 year driver’s abstract
· Must have clean driving record
· CPR/First Aid Training
· Undergo and pass a Ministry prescribed Medical examination and vulnerable sector clearance and reference check
· Other training required based on passenger type
Skills and Abilities
· Reliable and dependable
· Flexible and adaptable
· Courteous, respectful and professional
· Ability to make decisions after weighing multiple factors
· Tact, diplomacy and ability to maintain confidentiality
· Ability to manage conflicts and incidents in a professional and courteous manner
· Ability to handle competing priorities
Competencies
· Communication
· Customer Service
· Initiative
· Integrity
· Judgement and Decision Making
· Leadership
· Organization
Work Environment
· Office environment
· On-call/standby duty may be required
· May deal with angry/upset people
Interactions
· Employees and management across all terminals
· Passengers, parents, caregivers and school employees
· Vendors and Service Providers
Job Type: Part-time
Pay: $20.00 -21.50per hour
Benefits:
- Casual dress
- Employee assistance program
- On-site parking
Schedule:
- 5.5 hour shift
- Day shift
- Monday to Friday
- Afternoon shifts
- No weekends
Ability to commute/relocate:
- Trenton, ON : reliably commute or plan to relocate before starting work (required)
Experience:
- dispatching: 1 year (preferred)
Work Location: In person
Job Type: Part-time
Pay: $20.00-$21.50 per hour
Benefits:
- Employee assistance program
Experience:
- dispatching: 1 year (preferred)
Work Location: In person
