Transportation/Program Support Staff

Employee:_________________________

Position: Transportation Coordinator / Program Support Staff
Department: All
Supervisor: Karla Horecky
Pay Rate: $20 per hour
Location: Bartlett Office, Lewiston, ME
Job Status: Full-Time (8:00 AM–5:00 PM)
This position may require evening or weekend hours to meet client and program needs.

Position Summary

The Transportation Coordinator / Program Support Staff is responsible for providing safe, timely, and reliable transportation for MEIRS clients while also serving as a program and administrative support resource across departments. When transportation needs are limited or unavailable, this position supports the Medical, Resettlement, and other MEIRS teams through documentation assistance, filing, file reviews, and data entry.

This role requires flexibility, professionalism, strong organizational skills, and a commitment to serving immigrant and refugee communities. The employee must maintain a valid driver’s license and personal auto insurance with minimum liability limits of $100,000 / $300,000 when transporting clients.

Transportation & Client Support Responsibilities

• Transport clients to and from medical appointments, pharmacies, resettlement-related meetings, employment activities, and other approved destinations
• Transport packages, furniture, supplies, and agency materials as needed
• Arrive at all pick-up and drop-off locations on time according to daily schedules
• Coordinate daily with the Medical Team Lead regarding transportation sheets and schedules
• Manage, update, and maintain Salesforce transportation scheduling daily, ensuring accuracy of appointments, locations, times, notes, and staff assignments
• Ensure all completed transportation services are entered into Salesforce on the same day services are provided
• Maintain an up-to-date Google Calendar reflecting transportation availability and limitations
• Report to the MEIRS Main Street office by 8:00 AM daily (unless otherwise approved) to review the transportation plan for the day
• Assist clients during medical and pharmacy visits, including:
  • Supporting the check-in process
  • Ensuring MaineCare cards are presented
  • Assisting clients in requesting interpreter services as needed
• Schedule and support Modivcare and MANA transportation services with clients as directed
• Remind clients of upcoming appointments as requested by the Medical Team Lead
• Communicate professionally with medical providers, service providers, and partner agencies
• Utilize personal vehicle and/or agency van as required
• Plan routes considering traffic, weather, and construction delays
• Use navigation tools to determine the most efficient routes
• Ensure vehicles are clean, fueled, and ready for use
• Coordinate oil changes, routine maintenance, and vehicle repairs
• Maintain accurate mileage, fuel, and repair records

Program & Administrative Support Responsibilities

• Provide administrative and program support to the Medical Team, Resettlement Team, and other MEIRS programs when transportation needs are limited or unavailable
• Assist the Resettlement Team with:
  • Document preparation and organization
  • Filing and maintaining physical and electronic client records
  • File reviews for completeness, accuracy, and compliance
  • Scanning, copying, and organizing intake, eligibility, and supporting documents
• Support Salesforce data entry and maintenance related to transportation, appointments, and service delivery
• Review Salesforce transportation records for accuracy, completeness, and compliance, and correct errors as needed
• Track and document transportation and support services accurately
• Enter data into MEIRS systems and other databases in a timely and accurate manner
• Prepare narrative and statistical reports as requested by supervisors
• Assist with coordination of services across MEIRS programs to minimize service gaps
• Maintain confidentiality and comply with HIPAA and MEIRS data protection policies

Meetings & Collaboration

• Attend weekly medical team meetings and group supervision
• Participate in staff meetings, trainings, and cross-departmental coordination
• Work collaboratively with MEIRS staff and community partners to support client needs

General Expectations

• Must be willing to drive an agency van and use a personal vehicle when required
• Must pass required background checks
• Maintain a valid driver’s license and clean driving record
• Maintain personal vehicle insurance with minimum $100,000 / $300,000 liability coverage
• Submit timesheets, mileage logs, Salesforce transportation updates, and expense reports accurately and on time
• Ensure all transportation and support activities are documented in Salesforce and MEIRS systems in accordance with agency, funder, and compliance requirements
• Demonstrate commitment to the mission and values of MEIRS
• Follow MEIRS Personnel, Accounting, Administrative, and Program Policies and Procedures
• Work respectfully and collaboratively with staff, clients, and community partners
• Perform duties in a conscientious, cooperative, and timely manner with attention to detail
• Arrange interpreter services when necessary

Responsibility Level

This position operates under limited supervision using established practices and procedures. Responsibilities include coordinating transportation services, maintaining Salesforce transportation scheduling and records, supporting multiple teams, tracking services, and ensuring accurate documentation. There is meaningful opportunity to impact client outcomes and organizational effectiveness.

Working Conditions

This position requires driving, sitting, standing, electronic and handwritten documentation, and frequent communication with clients and staff. Work is primarily performed indoors in an environmentally controlled office setting, with regular community-based travel. The position may require work outside of standard business hours to meet program needs.

Benefits

We have competitive benefits

Acknowledgement

All duties listed are essential functions and may be modified to reasonably accommodate individuals with disabilities. This job description describes the general nature and level of work performed and is not intended to be exhaustive.

Employee Name (Print): ____________________________ Date: __________

Employee Signature: ______________________________ Date: __________

Immediate Supervisor: _____________________________ Date: __________

HR Director: ____________________________________ Date: __________