Supervisor – Field Trips

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General Description

Developments, plans, implements, monitors, and supervises school bus trip coordination for extracurricular activities, athletics, and external organizations.  Work assignments include supervision of area office trip coordinators, management of TWA drivers, supervision of invoicing and collecting trip charges, training area office trip coordinators, and management of trip request software.

Essential Job Functions

 

Essential Job Functions:

  • Acts as the primary liaison with school and central administration related to scheduling trips, establishing approvers, and resolving trip related issues;
  • Coordinates and maintains trip request software;
  • Maintains records of trips requested and taken, including routes, drivers, mileage, daily reports, etc.;
  • Collects data and prepares monthly reports on field trips, students, buses, mileage, programs and others, as needed;
  • Ensures trip approval processes are completed before CCPS buses are utilized;
  • Coordinates the use of contracted and TWA drivers within established policies and guidelines;
  • Works with corresponding school and/or department for funding and documentation purposes.
  • Schedules drivers for field trips.  Ensures school division processes are followed in administering drivers and buses equitably for all field trips.
  • Supervises trip scheduling and accounts payable processes regularly.  Each month ensures billing invoices and reports for schools and departments are processed.  Follows school division processes for accounts receivable with all trips.
  • Works with the Director of Transportation to establish trip protocols and documents;
  • Provides training to school level personnel on trip procedures and protocols;
  • Maintains availability outside normal business hours to resolve immediate trip related issues that are pertinent to the safe and orderly operation of CCPS buses used for trips; and
  • Performs other related duties as assigned;

 

Budgetary Responsibility:  

N/A

 

Report Preparation:

Collects data and prepares monthly reports regarding field trips, students, buses, mileage, drivers’ hours, and programs; maintains other reports as requested.

 

Equipment Operation:

Office equipment such as computer, printer, adding machine, copier, fax, multi-line telephone, cellular phone, trip request software, and radio communication.

Contacts:

Daily contact with drivers, area office trip coordinators, and school personnel.  Frequent contact with County Fleet Services personnel, school trips coordinators, area transportation offices, directors of student activities, and school bookkeepers.

 

Work Direction:

Supervises trip drivers and area office student transportation coordinators in their role as trip coordinators.

Supervision:  Recommends hiring, termination, transfer, and suspension of TWA trip drives.   Supervises and evaluates trip drivers and area office student transportation coordinators in duties related to trips.   Evaluates area office trip coordinators.

Decision Making:

Decisions related to trips are made in consultation with the Director of Transportation.

 

Formal Policy-Setting Responsibilities:  

N/A

Physical Demands:

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to use hands to finger; reach with hands and arms; handle paper files, records, computer and equipment controls; talk and hear.  The employee is occasionally required to stand, walk, stoop or kneel.  Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.  While performing the duties of this job, the employee performs work in various locations at buildings within public school facilities.  Frequent travel is required within the school system and workplace.  Work may require transport of some materials from location to location.

 

Work Environment:

The incumbent regularly works in an office environment. The noise level in the work environment is quiet to moderate and the environment may reach a noisy, fast-paced, high-pressure level where decisions have to be made quickly while managing several tasks simultaneously.

 

Qualifications

Considerable knowledge of transportation planning, scheduling and operations, county geography and office procedures; safe and defensive driving methods and first aid procedures including CPR.  Some knowledge of personnel policies, including confidentiality; state and local school bus operation laws and regulations. Working skill in the use of a personal computer, utilizing word processing, spreadsheet, database, mapping and routing, and web-based route posting; accident protocol and reporting procedures.  Demonstrated ability to operate a large vehicle safely and punctually in all weather conditions; to work effectively with drivers, children, parents and staff. Demonstrated ability to work under stressful conditions or emergencies and to plan, organize and work independently; to assist with training others. Demonstrated ability to analyze data, establish efficient routes and identify and correct problems.

Requirements

 

Bachelor’s degree preferred; or education, certification, training, or experience sufficient to demonstrate the required knowledge, skills, and abilities required for the position. Extensive hands-on experience with scheduling and approval software. Valid VA Driver’s License. Commercial Driver’s License (CDL) preferred. This position requires the incumbent to drive. In accordance with Policy 5431, an employee who occupies the position and is assigned a district-owned or leased motor vehicle will be subject to annual driving checks and must maintain acceptable records pursuant to the standards set forth in the policy.

 

Applicants considered for employment must successfully complete the following background investigations/tests:

  • Federal Bureau of Investigation (FBI) Criminal History Investigation
  • State Police Criminal History Investigation
  • Child Protective Services (CPS) Investigation
  • Department of Motor Vehicles (DMV) Driving History Check
  • Tuberculosis Screening/Test

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