Ontario Transportation Specialist (Office Assistant / Dispatcher)

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Location: Canandaigua, NY

Posted: 04/15/2024

Location Name: RTS Ontario

Wage Max: 19.06 Hourly

Wage Min: 19.06 Hourly

Position Type: Part Time

Shift: Monday - Friday

OVERVIEW:

The Transportation Specialist is responsible for providing administrative and clerical support at their regional subsidiary, which includes answering telephones, scheduling customers for service, dispatching Bus Operators and communicating with customers on expected arrival times or other real-time requests, inputting operational data, maintaining operational and government-regulated records, preparing monthly reports of financial and performance data, and processing invoices and payments.

WORK HOURS:Must be able to work flexible hours. Approximately 20 hours per week. Typical work hours will be Monday through Friday with a part-time shift between the hours of 5:00am and 8:00pm. May be required to work occasional nights and/or weekends.

COMPENSATION:$19.06 per hour; increases to $20.86 after probationary period.

ESSENTIAL FUNCTIONS:

Answer telephone calls from customers, account holders, and employees on multi-line telephone; respond to callers' requests, questions, and/or complaints or refer callers to supervisor.

Provide customer service by explaining available service and fare structure, identifying pick-up and drop-off locations, and promptly addressing complaints and requests.

Schedule Dial-A-Rides, Medicaid rides, and/or other 'specialized service' rides; maintain accurate records of scheduled services and ridership; prepare/type Bus Operator schedules.

Serve as dispatcher for Bus Operators; assist Bus Operators with service delivery as needed.

Reconcile Bus Operator schedules, manifests, and fares; calculate totals and prepare daily deposits and reports; maintain accurate records.

Record employees' breaks/lunches; track attendance; maintain employees' timesheets.

Manage Medicaid ridership, ensuring compliance with government regulations, verifying rider eligibility, scheduling, and attesting to rides, monitoring cancellations and additions, maintaining records, processing invoices and securing payment.

Process incoming and outgoing mail.

File documents and maintain operational records in compliance with government regulations and operational needs.

Compile data and prepare reports and other documentation on a regular or ad hoc basis, including dispatch logs, mileage reports, fuel usage and expense reports, sales and revenue reports, maintenance schedules, department performance indicator reports, ridership reports, and Trip Scoring Index reports.

Maintain customer surveys.

Prepare invoices, and payments; maintain Accounts Receivable and Accounts Payable records; manage petty cash; prepare documentation and reports for Finance Department on a regular or ad hoc basis.

Maintain inventory of office supplies.

Maintain orders for employee uniforms.

Prepare and issue DSS bus passes.

ADDITIONAL RESPONSIBILITIES:

Provide coverage and support for other positions as needed.

Other duties as assigned.

EDUCATION AND EXPERIENCE:

High School Diploma or GED.

At least 2 years' experience working in an office.

An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

KNOWLEDGE, SKILLS, ABILITIES:

Ability to perform a variety of routine duties involving the use of procedures and the application of clearly prescribed standard practice where the employee could make minor decisions and use some judgment.

Ability to work from objectives defined by supervisor or by explicit procedures and rules. Proceeds alone on routine work and refers questionable cases to supervisor. Finished work not regularly reviewed by supervisor. Performance of tasks and activities are reviewed by supervisor on a scheduled basis.

Strong computer skills, including intermediate knowledge of MS Outlook, MS Word, MS Excel, MS PowerPoint, and internet navigation; ability to effectively operate office equipment.

Strong verbal and written communication skills.

Excellent customer service skills; customer-focused.

Strong organizational skills.

Strong time management skills; ability to manage multiple projects simultaneously.

Ability to focus under pressure.

Attentive to detail.

Ability to work independently and within a team.

Ability to take direction, correction, and offer suggestions.

Basic knowledge of arithmetic and accounting procedures.

PHYSICAL DEMANDS WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit while using hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk, hear, see, and use a computer. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds. The noise level in the work environment is usually moderate.

ADDITIONAL INFORMATION:

Rochester Genesee Regional Transportation Authority (RGRTA) has a zero-tolerance drug and alcohol policy for all employees in accordance with state and federal law. All internal and external applicants will be required to undergo drug testing before employment and will be subject to further drug and/or alcohol testing throughout their employment in accordance with the Department of Transportation (DOT) and the Federal Transit Administration (FTA) regulatory requirements.

RGRTA is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. RGRTA will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business.

Pursuant to Federal Transit Administration regulations, all applicants for employment in safety-sensitive positions must be given a pre-employment drug test. An applicant may not be assigned safety-sensitive functions unless the individual has a verified negative test result. RTS is required by law to test for various substances, including cocaine, amphetamines, opioids, PCP and marijuana metabolites. Please be advised that marijuana stays in the system for an extended period of time, sometimes more than 30 days, and can cause a positive test result long after use.

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