HOME & COMMUNITYPolicy No.: ADM-3-280

SUPPORT SERVICESNew: Jan. 2010

--OF GREY-BRUCE--Revised: Jan./13

Page: 1 of 3

SECTION: ADMINISTRATION

TOPIC: JOB RESPONSIBILITIES

POLICY TITLE: TRANSPORTATION SCHEDULER

Position:Transportation Scheduler

Position Reports To:Programs Director Shoreline

Number of incumbents:1

Hours of Work:35 hours per week

Reason:New

Effective Date:January 4, 2010

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PURPOSE:

The Transportation Scheduler responds appropriately to requests for transportation utilizing all available resources and within the policy framework and practices of Home and Community Support Services of Grey Bruce to accommodate as many rides as possible.

DUTIES AND RESPONSIBILITIES:

Administrative Duties:

  • Respond to all incoming calls and walk-in traffic in a friendly and professional manner;
  • Refer all new clients to the appropriate Team Clerk in order to determine eligibility and payment method.
  • Inputs all ride information data into CIMS in real time;
  • Develop and maintain a level of proficiency with scheduling and client software applications and or any other method utilized to track information;
  • Maintain office and working space in a clean and organized manner;
  • Attends team meetings as scheduled by supervisor;
  • Ensures adequate supply of forms are readily available;
  • Ensures all voice mail and telephone functions are working properly;
  • Arranges courier mail pick-up, when needed;
  • Ensures offices and all client information including electronic files are always secure;
  • Responsible for minor computer maintenance and updates;

Scheduling Duties:

  • Schedule client rides based upon availability of drivers and resources;
  • Revise daily schedule of rides based upon last-minute requests, cancellations and unplanned circumstances with the goal of accommodating as many requests as possible within available resources;
  • Maintain a daily and accurate record of all scheduled rides;
  • Inform client of user fee, pickup and drop-off time;
  • Refer potential clients to the most appropriate transportation provider based on their individual circumstances;
  • Maintain an accurate roster of all other transportation providers operating within Grey-Bruce;
  • Arrange alternative transportation provider to accommodate eligible clients when necessary;
  • Trouble shooting driving routes and make changes as needed;
  • Informs the appropriate staff member or supervisor of any difficulties with clients, drivers, volunteers or other service providers as soon as possible.
  • Notify appropriate supervisor when deficiencies in vehicles, damage or an accident have been identified and repairs or other actions are required.
  • Schedule and arrange regular maintenance and repairs as directed and authorized by supervisor.
  • Provide after hours support on the scheduled on call rotation.

General Responsibilities:

  • Demonstrate on an ongoing basis, the ability to work cooperatively within a team environment, equally sharing responsibility, workload and all other duties related to the position.
  • Seeks ongoing education opportunities which will enhance knowledge pertinent to role
  • Maintains confidentiality.

QUALIFICATIONS:

Post secondary diploma in Business and/or Computer applications.

Exceptional accuracy in word processing, data management and scheduling software.

Strong organizational skills.

Excellent interpersonal and communication skills.

Three to five years experience working within a busy office setting.

Previous experience working with seniors and /or volunteers is an asset.

Current driver’s license and reliable vehicle.

I have read and understand:I have read and approve:

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Signature of IncumbentDateExecutive DirectorDate

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