Transportation Specialist: Dispatch/Extracurricular Trips

Transportation Specialist - Dispatch/Extracurricular Trips

Reports To: Director of Transportation

Department/School: Transportation

Date Revised: October 2025

Primary Purpose:

Responsible for coordinating the assignments and schedules of bus driver routes, vehicles, and extracurricular trips; ensuring the provision of safe, efficient, and cost-effective transportation services. Responsibilities include documenting absentee calls and assigning substitutes as needed. Additionally, the Dispatcher will manage incoming telephone calls and communicate via 2-way radios to convey important information to both the community and department staff, thereby supporting the delivery of safe, efficient, and economical transportation services.

Qualifications:

Education/Certification:

High School Diploma or equivalent

Valid Texas commercial driver's license with Passenger (P) and School Bus (S) endorsements

Texas School Bus Driver Certification

Ability to pass U.S. Department of Transportation alcohol and drug tests and annual physical exam

Special Knowledge/Skills:

Knowledge of transportation technology programs/software

Strong organizational, communication, interpersonal, and customer service skills

Ability to maintain professional customer-oriented attitude and emotional control under stress

Strong troubleshooting, problem solving, documentation, and record keeping skills

Ability to multitask

Advanced knowledge of Microsoft and Google applications

Proficient map reading skills

Ability to receive and give verbal instructions clearly and effectively in English and Spanish

Advanced verbal communication skills on two-way radio system

Experience:

Two years' experience as a school bus driver in a public school district (preferred)

Prior experience as a fleet dispatcher (preferred)

Major Responsibilities and Duties:

1. Assign school bus drivers, monitors, and substitute staff to routes.
2. Assign vehicles and staff for extra curricular trips.
3. Receive, record, and report driver and bus monitor absence calls.
4. Maintains logs on communication via two-way radio, and phone calls pertaining to transportation operations.
5. Receive and answer phone calls from parents, school administration, and the general public; send to appropriate staff as necessary.
6. Operates two-way radio to receive and exchange communication with district vehicle operators.
7. Assists with notifying drivers, parents, and school personnel of any changes in a student's bus service.
8. Communicates with drivers and reports to supervisors about problems/concerns from parents, students, teachers, coworkers, and public.
9. Assists campuses with new student placement on buses; communicates new student information with drivers.
10. Communicates with department campuses to maintain efficiency in scheduling extracurricular trips.
11. Coordinate with the maintenance shop to ensure spare buses are available and assigned as needed.
12. Maintain pertinent documentation relative to personnel emergency standby rosters for extra curricular trips and related weekend duties.
13. Assists in the preparation of various transportation reports.
14. Verify non-transportation staff driver eligibility with Transportation Administrators.
15. Serves as focal point of issuance for two-way radio system, administrative books, and monitor of the vehicle keyboards.
16. Correct unsafe conditions in the work area and promptly report any conditions that are not immediately correctable to the supervisor.
17. Follow district safety protocols and emergency procedures.
18. Operate buses and vehicles as needed, meeting the same criteria as a school bus driver.
19. Assist with emergency situations.
20. Comply with all federal, state, and district policies and procedures.
21. Participate in professional development opportunities, including training sessions and certifications related to pupil transportation.
22. Promote a positive image that supports the mission of the school district.
23. Perform other duties or responsibilities as assigned.

Mental Demands/Physcial Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including computer and peripherals; radio communications system, printer, copier, calculator, telephone, computer processing programs, transportation software programs, school bus and district vehicles.

Posture: Prolonged sitting; frequent standing, kneeling/squatting, bending/stooping, pushing/pulling, and twisting.

Motion: Frequent walking; regular grasping/squeezing, write flexion/extension, and reaching; regular driving.

Lifting: Regular light lifting and carrying (50 pounds or less) on a daily basis.

Environment: Work outside and inside, on slippery or uneven walking surfaces; frequent exposure to extreme hot and cold temperatures, dust, noise, vibration; exposure to chemical hazards; work around vehicles and machinery with moving parts; regularly work irregular hours; occasional prolonged hours; frequent district wide travel; occasional statewide travel; School district employees may be required to work from home and use their personal electronic devices.

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

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. Positions are extended annually based upon availability of funding. Signature of acknowledgement indicates a receipt of aforementioned information.