Transportation Manager

HERITAGE CHRISTIAN SCHOOL

TRANSPORTATION MANAGER

POSITION OBJECTIVE:   The Transportation Manager is responsible for managing and providing oversight of the Transportation Department. This role works closely with the COO to support the vision, goals, and objectives established for the department. Key responsibilities include overseeing fleet maintenance, developing and reviewing departmental policies and procedures, ensuring consistent customer service standards, and providing day-to-day leadership and decision-making for all transportation operations.

QUALIFYING CHARACTERISTICS:  The employee must be a Christian with an authentic and a mature personal relationship with Jesus Christ, who agrees to the HCS Statement of Faith, Charter of Core Values and Employee Covenant in both their professional conduct and personal lifestyle.  The employee is committed to incorporating these qualities and standards in carrying out the calling to Christian education.   In addition, the ability to establish and maintain excellent working relationships, representing Christ and HCS professionally and positively with the HCS community-at-large, including faculty and staff, Board members, parents, volunteers and others is crucial to the success of this role.

EDUCATIONAL AND EXPERIENCE REQUIREMENTS:  A HS diploma is required.  3-5 years of experience in Transportation. Strong knowledge of  state and federal bus transportation laws.  Commercial B CDL with passenger (P) and school bus (S) endorsements required.  Proficiency using Google Suites.

ESSENTIAL SKILLS AND ABILITIES:

• Demonstrate strong servant leadership within Transportation department and campus-wide

• Ability to work within a fast-paced environment while exercising discretion, independent judgment and confidentiality

• Excellent interpersonal and effective communication skills

• Highly organized with the ability to multitask

• Able to take direction and work productively with limited supervision

MAJOR RESPONSIBILITIES: 

• Department Leadership & Culture

1. Lead the Transportation Department in alignment with school-wide mission, values, and standards of excellence.

2. Foster a culture of safety, professionalism, accountability, and customer service.

3. Serve as a member of the Operations Team and participate in departmental planning and coordination meetings.

4. Draft and coordinate professional communications to families, staff, and vendors.

5. Attend professional development opportunities (e.g., annual STAI conference).

• Safety & Regulatory Compliance

1. Develop, implement, and maintain transportation policies and procedures that ensure safe and compliant operations.

2. Monitor and remain current on all applicable state and federal regulations governing school transportation.

3. Oversee the DOT Drug and Alcohol program to include new driver pre-hire requirements, as well as random testing and annual recertifications for current drivers.. 

4. Prepare documentation and data for annual inspections and regulatory reporting.

5. Immediately communicate transportation incidents, accidents, or safety concerns to parents and the COO.

6. Provide input to school leadership regarding delays, cancellations, and weather-related operational decisions.

•  Driver Management & Supervision

1. Recruit, interview (in collaboration with the COO), hire, onboard, and train bus drivers in compliance with state and federal requirements.

2. Ensure proper licensure, certification, and documentation for all drivers.

3. Supervise, evaluate, and coach drivers, implementing corrective action in partnership with HR when necessary.

4. Schedule drivers for daily routes, activity trips, and special events.

5. Verify driver timecards 

6. Address driver training needs and provide ongoing professional development.

• Route Planning & Daily Operations

1. Develop, manage, and annually assess bus routes and stop coordination for efficiency and safety.

2. Plan and manage transportation logistics for registered riders and service changes.

3. Confirm and coordinate daily student logistics requests from parents in collaboration with school offices.

4. Produce and distribute daily driver route sheets.

5. Work with school leadership and parents to address student discipline matters related to transportation.

6. Support athletics by managing activity bus scheduling and responding to program needs promptly and professionally.

7. Drive morning and afternoon routes as needed to ensure coverage and continuity of service.

• Financial Stewardship & Budget Oversight

1. Collaborate with the COO in annual budget preparation.

2. Coordinate with Finance to ensure accurate billing for regular routes, Pay-as-You-Ride charges, and activity trips.

3. Track mileage and manage departmental chargebacks for internal trips.

4. Oversee billing and agreements for external groups utilizing school transportation services.

5. Assist in evaluating and recommending fleet purchases and capital replacements.

• Fleet Management

1. Oversee all fleet operations, ensuring buses and assigned vehicles are safe, properly maintained, and compliant.

2. Develop and implement preventive maintenance schedules and inspection systems.

3. Prepare for inspections and respond to any deficiencies

4. Maintain vehicle registrations and required DMV documentation.

5. Maintain service, repair, inspection, and expense records to evaluate operating efficiency and costs.

6. Establish efficient systems for reporting mechanical issues by drivers and coaches.

7. Coordinate repairs and maintenance with vendors; evaluate and maintain strong vendor relationships.

8. Requisition parts and supplies as needed.

9. Perform minor maintenance and operational checks when appropriate.

10. Oversee bus camera systems and radio communication systems.

• Cross-Departmental Service & Communication

1. Serve as a responsive internal partner to athletics and other departments.

2. Communicate professionally and promptly with parents and internal stakeholders.

3. Participate in preparation for Open Houses and major school-wide events.

4. Communicate bus issues to COO and parents in a timely manner

The above description covers the most significant duties performed, but does not restrict the administration’s right to assign or reassign other reasonable duties, responsibilities, or expectations to this job at any time, with or without advance notice.  The information contained in the job description is for compliance with the American with Disabilities Act and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.  

PHYSICAL REQUIREMENTS:  Must be able to operate all office equipment and move 50 pounds. Other periods will require traversing the school campus as well as operating a school bus.   Must be able to assist in moving children off the bus in emergency situations, ascend and descend steps, and position oneself to look under seats and under the bus.  Specific vision and hearing requirements as specified per the DOT for CDL holders.   

WORK ENVIRONMENT:  This position operates in both an office environment, as well as outdoors.  The role requires regular use of a computer, telephone, and audio/radio equipment. Exposure to changing weather conditions and road environments daily. Interacts with students, parents and school personnel. Works independently while maintaining responsibility for student safety and vehicle operation. The role requires extended periods of sitting, frequent stops, and occasional standing, bending, or lifting. Moderate noise levels are typical.

WORK SCHEDULE:   12-month position with regular hours of Monday-Friday, 6:30 a.m. – 4:00 p.m.  This position does not follow the academic calendar. Work schedule and hours during school breaks, including summer break are flexible.