Transportation Dispatch Clerk

Primary Purpose:

To ensure the efficient operation of the Transportation Department dispatch office by coordinating drivers, buses, and routes, while providing administrative and clerical support. The Dispatch Clerk serves as the communication hub between drivers, supervisors, and schools, ensuring safe and timely transportation services for all eligible students.

Minimum Education/Certification:

High School Diploma or GED (required). Valid Texas Commercial Driver's License (CDL) with Passenger (P) and School Bus (S) endorsements preferred but not required.

Special Knowledge/Skills:

Strong verbal and written communication skills; ability to communicate effectively with diverse groups.

Knowledge of dispatch operations, two-way radio procedures, and customer service practices.

Ability to use maps, GPS, and routing software to assist drivers.

Ability to organize and maintain accurate records, reports, and files.

Proficiency in Microsoft Office and standard office equipment.

Strong problem-solving and decision-making skills, with the ability to remain calm in stressful situations.

Ability to follow oral and written instructions with limited supervision.

Excellent organizational, interpersonal, and multitasking abilities.

Experience:

Minimum of 3 years of related work experience (clerical, customer service, transportation, or dispatch environment).

Previous experience as a school bus driver or dispatcher preferred.

Major Responsibilities and Duties:

Dispatch Operations:

• Dispatch drivers and vehicles daily to ensure transportation services are provided to all eligible students.
• Monitor and respond promptly to two-way radio communications.
• Receive, record, and report driver and bus monitor absence calls.
• Assign substitute drivers and monitors as needed.
• Respond to emergencies by coordinating with drivers, tow trucks, and emergency services.
• Process requests for extracurricular/field trip transportation and arrange appropriate drivers and equipment.
• Notify supervisory personnel of emergencies, delays, or special situations.

Clerical/Administrative:

• Answer and route phone calls, take accurate messages, and provide customer support to parents, staff, and drivers.
• Perform general office procedures including typing, filing, mail distribution, data entry, duplication of materials, and basic bookkeeping/recordkeeping.
• Assist with the preparation, processing, and distribution of department reports and documents.
• Maintain general office and dispatch records, logs, and required documentation per district policy.
• Initiate and complete accident, incident, and other required reports.
• Assist staff and administrative personnel with scheduling, communications, and office operations.

Other Duties:

• Cross-train in other areas of the transportation department and provide support when needed.
• Participate in district and department professional development to improve job-related skills.
• Serve as substitute bus driver if appropriately licensed and required.
• Follow district safety protocols and emergency procedures.
• Perform other duties as assigned within the scope of skills and responsibilities.

Supervisory Responsibilities:

None

Equipment Used:

Standard office equipment (computer, phone, copier, fax, etc.), two-way radio, GPS software, and transportation-related equipment.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, twisting, paper work processing, reaching, climbing

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: Frequent interruptions and possibility of extended hours, outside, excessive heat, cold, humidity, dampness or chilling, intermittent noise, fumes, wind and dust.

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Work Environment:

Office and transportation operations setting.

Frequent exposure to temperature extremes (hot/cold), noise, and vehicle fumes.

May work irregular or extended hours as required.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.