Transportation Coordinator - Support Services

Enjoy making a difference? Join the team at FREE, enriching the lives of others, one individual at a time.

Family Residences and Essential Enterprises, Inc. (FREE) benefits and proudly supports more than 4,000 individuals with intellectual / developmental disabilities, mental illness and traumatic brain injury. It is the mission of FREE to support people of all abilities reach their full potential and thrive in their communities. FREE provides a diverse array of supports and services including: housing; recovery services; transition to work; employment; day, community and family services; respite; crisis services; education and after school support; specialty health services; and advocacy.

POSITION SUMMARY
Under the supervision of the Sr Director of Transportation, the Transportation Coordinator is responsible for overseeing and coordinating all aspects of fleet and transportation administration. The Transportation Coordinator will serve as a liaison with the Human Resource Department (HR) to ensure compliance with all HR related matters. The Transportation Coordinator will complete documentation and coordinate transportation services to maintain the fleet of vehicles and ensure the well-being of the individuals.
DUTIES, RESPONSIBILITIES, AND ESSENTIAL FUNCTIONS

• Maintains, coordinates and improves the transportation network within an organization.
• Acts as a liaison with NYS DMV, Fleet Management company, repair facilities, Fuel Card Management company and GPS company.
• Responsible for all transportation related spreadsheets/reports/logs/mail/phone calls/emails in a timely and accurate fashion, according to company policy and other regulations
• Responsible for adding and removing driver’s fuel privileges timely, who are entering or leaving our agency.
• Responsible for the management of GPS and dual-facing camera monitoring and GPS device installation, speeding alerts, traffic infractions, and reviewing dual-facing camera events.
• Assists with shuttle service in the morning and afternoon to offsite parking area, when necessary.
• Assists in the vehicle loaner process and record keeping for our agency employees.
• Assists in weekly driver evaluations, instruction, and trainings, and management training.
• Drives/transports vehicles of various sizes to and from locations within our organization or repair facilities.
• Moves all vehicles located at Bethpage parking area, during snowstorms as needed (this duty might need to be performed outside of standard business hours).
• Maintains records and communicates with our insurance department and other programs regarding motor vehicle accidents and other investigations.
• Assists in the process of fleet evaluation.
• Reviews, evaluates, and authorizes larger repair orders in the absence of the Sr Director of Transportation.
• Establishes positive working relationships with co-workers, management, affiliated agencies, and collateral providers.
• Receives and communicates feedback from management, peers, other staff, and consumers in a cooperative manner.
• Reports ongoing problems and suggests solutions to improve working/environment conditions.
• Handles program equipment, consumable materials, and resources in a cost-conscious manner.
• Coordinates, supports, attends, and participates in all required events, meetings, reviews, and committees as requested.
• Ensures that all required documentation (paper and electronic) is completed/processed appropriately, in a timely manner, and meets quality and compliance thresholds.
• Performs other duties as assigned.

Responsibilities of All FREE Employees

• Always communicates in a respectful manner with all people including the people we support, supervisors, other valued team members, and members of the community.
• Complies fully with FREE’s confidentiality policies by holding in strictest confidence all information pertaining to members, residents, the people we support and their families, clients, providers, contractors, and employees.
• Meets all safety training requirements; adheres to all safety policies and reports any and all unsafe conditions; takes measures to prevent accidents and/or eliminate conditions that pose a safety or health risk.
• Coordinates, supports, attends and participates in all required events/ meetings/ reviews/ committees, including ones outside of standard working hours.
• Meets all job requirements and stays in compliance.
• Adheres to FREE’s standard of ethical behavior as outlined in the Employee Handbook and Code of Conduct as well as applicable laws and regulations.

Please note the above duties, responsibilities, and essential functions are a non-exhaustive list, and may be changed by FREE at any time, with or without notice to the employee.

QUALIFICATIONS

• Education:
• High School Diploma or equivalent required
• Experience:
• Minimum of two (2) years of experience in fleet management, administrative support, and/or office management required.
• Specialized Training, Licenses, Certifications:
• Not required, training will be provided upon hire as needed
• Knowledge, Skills, Competencies, and Abilities:
• Ability to perform and prioritize a variety of tasks simultaneously
• Intermediate Computer Skills, including Microsoft Office Suite with proficiency with Excel and other proprietary software.
• Strong problem solving, organizational, and written and verbal communication skills
• Ability to resolve escalated issues arising from operations that require coordination with other departments
• Other Requirements:
• Valid driver’s license and satisfy criteria to be an agency driver required.

WORK ENVIRONMENT
This role is performed in-person with some travel between FREE and community locations required.
PHYSICAL REQUIREMENTS

• Employee is required to sit, walk and stand for prolonged period of time (at least 8 hours).
• Employee is required to effectively communicate both verbally and in writing.
• Employee is required to operate standard office equipment such as computers, phones, photocopiers, fax and filing cabinets.
• Employee is required to reach with hands and arms.
• Employee is required to bend, stoop, kneel, crouch or stand on a stool as needed.
• Employee is required to be able to lift 50 pounds at a time.

Notwithstanding the above listed physical requirements of this position, FREE will provide reasonable accommodations to allow employees to perform the essential functions of the position, provided such reasonable accommodations do not cause undue hardship on FREE.

FREE is an equal opportunity employer and provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, gender, gender identity, sexual orientation, national origin, age, disability, genetics, or any other protected characteristic. In addition to federal law requirements, FREE complies with applicable state and local laws governing non-discrimination in employment in all of its locations. This policy applies to all terms and conditions of employment, including, but not limited to, recruiting, hiring, placement, promotion, termination, recall, transfer, leaves of absence, compensation, and training.

Family Residences and Essential Enterprises’ affirmative action efforts related to protected veterans and individuals with disabilities are set out and described in our affirmative action plan for protected veterans and individuals with a disability. If you have any questions or would like to view the affirmative action plan, please visit our website www.familyres.org