SPOKANE TRANSIT POSITION DESCRIPTION. for VANPOOL COORDINATOR

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Domenic Carpenter
6 years ago
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1 SPOKANE TRANSIT POSITION DESCRIPTION for NATURE OF WORK Performs duties related to the administration and daily operation of all aspects of the Vanpool Program, to include coordinating, communications and information, and giving presentations. Serves as coordinator of vanpools and monitors vanpool groups to ensure program requirements are met. Resolves group problems and complaints. Plans and conducts training. Assists with developing program information. Uses Microsoft Office products for data entry, reporting, tracking, monitoring and creating publications and spreadsheets. Lead person on vanpool-specific software to design, develop, implement and train. SUPERVISION: The position reports to the Vanpool Manager and is required to act on behalf of the Vanpool Manager in his/her absence. ESSENTIAL FUNCTIONS Coordinates and promotes the placement of vans with groups of commuters and acts as liaison for vanpool group formations. Examples of Duties: Plans and gives presentations to employers and organizations; attends commute trip reduction events, transportation fairs and other venues as required, for the purpose of promoting vanpool. Provides information on use and qualifying criteria for the program. Researches space availability on existing vanpool vans, utilizing as tools, CommuteFinderNW.com and STA database. Provides name and phone numbers of potential riders to vanpool drivers trying to maintain ridership or form vanpools.

2 Page 2 of 6 Regularly updates vanpool routes, schedules and contact information. Submits current information for posting on the vanpool website. Revises vanpool data in the regional web-based ride-matching. Tracks vanpool inquires and formations. Provides training to volunteer vanpool drivers and bookkeepers. Examples of Duties: Assists in planning, scheduling and/or delivery of training programs for vanpool drivers and bookkeepers. Records all training activities. Screens, processes and approves/disapproves volunteer driver applications based on program standards. Ensures drivers comply with WSTIP minimum safety standards and tracks all motor vehicle licenses. Instructs volunteers on defensive driving, reporting requirements, policies, fueling, maintenance, emergency response procedures, adverse weather plans, and insurance. Releases vans to approved groups. Maintains administrative policies and develops program procedures and tracking mechanisms as necessary; assures program compliance. Examples of Duties: Provides vanpool policy, procedure, fare and general information to participants. Assists in monitoring and evaluating vanpool fares, making adjustments as necessary, ensuring compliance with program polices. Assists in evaluating the performance of volunteer drivers and bookkeepers; relieves drivers of assignments as appropriate. Disbands groups involved in misconduct or misuse of van. Research complaints associated with vanpool drivers. Provides assistance with conflict resolution or complaints, as necessary. Updates/maintains vanpool participant database(s) and files. Maintains appropriate timelines for driver refresher courses, assigns web-based training resources and driver re-certification, follows-up and documents into database.

3 Page 3 of 6 Monitor driver records through WSTIP Envision software; investigate infractions and make appropriate actions based on WSTIP Best Practices guidelines for driver eligibility. Maintains incident/accident report files. Coordinates maintenance of vans. Ensures vanpool van keys are available and properly accounted for; swaps vanpool vans as required and updates database accordingly. Provides technical assistance to bookkeepers and support when necessary. Notifies participants of program changes. Prepares quarterly newsletter by gathering information, writing copy, editing, and distributing. Maintains all vanpool related supplies, such as rider and driver agreements, driver and bookkeeper applications, vanpool starter kits, emergency cards, extra vanpool manuals, and reporting forms. Establishes and terminates driver fuel pins / security codes. Receives, assimilates, verifies, and inputs data from a variety of reports. Examples of Duties Receives and verifies accuracy of monthly electronic and manual ridership reports from bookkeepers and inputs into database(s). Assists in management and compliance with National Transit Database, State and Agency reporting requirements. Reconciles monthly fuel usage to ensure accountability and asset protection. Responsible for the collection and accuracy of month end reports to include fleet odometer readings and ridership counts. Tracks all vanpool expenditures, obtains and analyzes real-time fuel usage as necessary. Collects Special Use Vanpool reports and enters into database.

4 Page 4 of 6 Compares receipts to reports, communicates and resolves any receipt or expenditure issues with drivers. Performs other duties as assigned and participates in WSTA vanpool activities as needed. Perform functions of vanpool system administrator of the Trapeze Ridepro Pool Management program and CommutefinderNW ride matching software programs. Acts as lead for the department for all technology related projects and troubleshoots software issues as needed. Identify vanpool reporting and tracking needs and automate functions to ensure a product that is accurate and easy to use. Serve as department s interface with IS Department, Communications staff, Software vendors, vanpool bookkeepers, and Spokane County CTR personnel to troubleshoot problems and to further refine the CommutefinderNW software. Educate persons on how to navigate and use the software effectively. Research variety of technology enhancements and recommend changes, adjustments, or procurements to department assistant manager. Lead person to identify, implement, and monitor GPS locator and performance monitoring system to ensure safe driving practices. Active member of statewide technology work group to develop an automated fleet management system. Must be punctual, reliable and maintain regular attendance in order to contribute individually to the efficient and effective delivery of transportation service to the general public. Must be able to accurately and honestly represent STA in any legal proceedings that may result from the normal performance of duties. This job description in no way implies that the duties listed here are the only ones the employee can be required to perform. The employee is expected to perform other tasks, duties and training as dictated by their supervisors. MINIMUM REQUIREMENTS: Training and Experience: Associate s degree in Business Administration, Transportation or a related field or an equivalent combination of education and experience, two years of experience of general office or customer service experience;

5 Page 5 of 6 skills in resolving group conflict; conducting group training and reconciling accounts desired. License: Valid driver s license from the state of residence and excellent driving record. Physical Capabilities: The physical activity of the position requires the ability to sit, stand, walk, squat, stoop, reach, balance, finger and talk. The sensory requirements of the position include visual acuity to determine color, depth and field of vision, and the ability to receive detailed information through oral communication. The physical requirements of the position require the ability to exert up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently and a negligible amount of force constantly to move objects. Computer Skills: Strong experience within the Microsoft Office environment; strong proficiency with Excel spreadsheets and web based applications. SELECTION FACTORS: Position requires well-developed oral and written communication and advanced computer skills. Strong public speaking skills and experience. Knowledge of public transportation industry. Ability to recognize problems and develop solutions. Must be able to coordinate and execute multiple tasks. Accuracy with detail and database entry is essential. Ability to carry out program goals and objectives independently and in accordance with established Spokane Transit policies and procedures. Knowledge of Spokane County and surrounding area, commuting routes, commute trip reduction, public transportation; skill in reading maps and understanding routing directions. Ability and willingness to make decisions, assume responsibilities, and analyze and think through problems. Ability to identify a process and performing tasks in a logical manner.

6 Page 6 of 6 Must be organized in maintaining files and skilled in recordkeeping techniques. Ability to attend scheduled evening and /or weekend meetings as required. Ability to handle stress and continue to perform all duties and provide service to the public and Spokane Transit s employees in a courteous, responsible and timely manner. Must react accordingly to information received about vanpool driver performance from vanpool participants and the general public. Represent Spokane Transit in a professional and positive light to the community. Provide excellent customer service to all customers both internally and externally. Display and practice STA s Core Values in the workplace. WAGE: In accordance with the Spokane Transit Salary and Compensation Policy. AA/EEO: All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of age, disability, ethnicity/race, national origin, religion, gender, gender identity, sexual orientation or veteran status. Spokane Transit, when requested, necessary and reasonable to accommodate an incumbent's identified disability, will review the essential functions of the position of Facilities Laborer to determine an incumbent's ability to perform the required duties with reasonable accommodation. Reviews will be on a case by case basis. I acknowledge that I have read this job description, and I feel that I can perform the essential functions of the position with or without reasonable accommodations. Employee Name Printed Date Employee Signature

Assistant Director of Transportation

ASSISTANT DIRECTOR OF TRANSPORTATION Classification: Director Reports to: Director of Transportation Location: Service Center FLSA Status: Exempt Bargaining Unit: No The job description does not constitute