Transportation Services Administrator

Job Description

Job Description

Transportation Services Administrator

When a group of families came together in 1957 to find services for their children with developmental disabilities, ACLD was born. Today, we are a leading not-for-profit agency employing 1200+ staff and providing over 70 program sites in Nassau and Suffolk. ACLD assists children and adults in reaching the highest level of independence with the freedom to ASPIRE HIGHER in their hopes, dreams and accomplishments.

The Transportation Administrator is responsible for the overall administration and management of transportation services supporting individuals with intellectual and developmental disabilities (I/DD). This position oversees fleet operations for approximately 250 vehicles, including the administration of GPS and telematics systems, to ensure safe, efficient, compliant, and cost-effective transportation services. The role manages vehicle maintenance, routing, fleet technology, fuel programs, insurance claims, regulatory compliance, safety initiatives, and monthly mileage reporting to support reimbursement and funding requirements. The Transportation Administrator works closely with internal departments, vendors, and service providers to ensure transportation operations meet organizational, regulatory, and funding expectations.

• High school diploma or equivalent. Bachelor’s degree preferred.
• Experience managing fleet operations, transportation services, logistics, or related operational functions, preferably in a medium to large organization.
• Experience working with individuals with intellectual and developmental disabilities (I/DD) population is a plus.
• Clean and valid NYS Driver’s license.

• Additional Knowledge, Skills and Ability

• Substantial reasoning skills required including the ability to deal with a variety of abstract and concrete issues simultaneously; identify problem, interpret data and draw conclusion; and apply principles in logic or theoretical thinking to a wide range of intellectual and practical problems.
• Excellent verbal and written communication skills including the ability to coach and counsel, interpret and advise, and develop and present to professional forums.
• Proficient in Microsoft Word, Excel and Outlook.
• Proficient in analyzing GPS data

Essential Functions

• Oversee the daily operations of the transportation department.
• Administer fleet technology platforms including GPS/Telematics systems, Driver ID devices, and WEX fuel card programs.
• Monitor vehicle utilization, fuel consumption, and driver performance metrics

• Attend any and all meetings/presentations pertaining to transportation/vehicle issues, etc.
• Develop, revise, and optimize transportation routes as individuals enroll in day programs or service needs change.

• Coordinate leased vehicle deliveries, replacements, transfers, and returns.

• Manage vehicle maintenance programs, preventive maintenance schedules, repairs, warranties, and vendor relationships.
• Oversee motor vehicle accident reporting, investigations, and corrective actions.
• Serve as the primary liaison with insurance carriers regarding accident claims and vehicle damage.
• Track and manage traffic violations, toll violations, parking tickets, and related documentation.
• Ensure vehicle registration, inspections, and compliance requirements remain current.
• Review fleet utilization data and identify opportunities for operational improvements and cost savings.
• Prepare and oversee monthly mileage reporting submitted to Finance to support funding, reimbursement, and compliance requirements.
• Conduct monthly Fleet Safety Meetings and support agency-wide transportation safety initiatives.
• Prepare reports and performance metrics for leadership.
• Train and support transportation personnel on departmental procedures and technology platforms.
• Collaborate with Finance, Human Resources, Program Leadership, and external vendors on transportation-related matters.

• Other duties, as assigned.

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