Transportation Operations Assistant

Little City Foundation • Palatine, IL

2d • Onsite

About The Position

The Transportation Operations Assistant supports Little City's transportation services by covering daily operations, assisting with fleet management, coordinating maintenance, helping with scheduling and compliance, and ensuring safe and reliable service. This role works closely with the Transportation Manager and program leaders to uphold safety, regulatory, and customer service standards.

Requirements

• High School Diploma or GED required.
• A valid IL driver’s license and proof of automobile insurance is required.
• Must meet the LCF insurance policy requirements to be maintained on the Approved Driver’s list and pass the PACE Certification process.
• Proficient in computer usage, with at least intermediate level skill capabilities in the use of Microsoft Word, Excel, and Outlook applications and other transportation related software programs.

Nice To Haves

• Associate degree, technical training, or coursework in transportation, logistics, fleet management, facilities management, or a related field preferred but not required.
• Minimum of two (2) years of transportation, logistics, fleet operations, facilities, maintenance, or related experience preferred but not required.
• Experience in a nonprofit, healthcare, educational, or human services environment preferred but not required.

Responsibilities

• Coordinate with all LC programs, and operations staff to organize appointments and match resources to needs efficiently.
• Assist the Transportation Manager with all PACE data collection, data entry, and driver-related activities.
• Arrange for the pickup, transportation, and drop-off of PACE and Fleet vans for oil changes, safety inspections, washings, fueling, and repairs.
• Assign gas cards as needed.
• Serve as backup Transportation Manager or Coordinator as assigned.
• Develop and implement daily log sheets for transportation to maximize resource efficiency.
• Provide fleet management support to Children's and Adult Programs, the maintenance department, and kitchen staff.
• Communicate pertinent information verbally and in writing to administrative or direct care staff.
• Collaborate and support the Grants Team with data, spreadsheets, and reports as requested.
• Assist with other office duties such as mail sorting, photocopying, stocking supplies, minor maintenance, and maintaining files.
• Report improper operation, faulty equipment, defective materials, and unusual conditions to the Transportation Manager.
• Conduct and document pre-trip and post-trip visual inspections of vehicles, equipment, and supplies (including required vehicle inspections and readiness checks).
• Monitor vehicle conditions and promptly report mechanical, safety, or operational concerns.
• Coordinate preventative maintenance, inspections, repairs, fueling, cleaning, and servicing of agency vehicles.
• Maintain transportation records, inspection reports, mileage logs, fuel records, and related documentation for audits, inspections, and regulatory reviews.
• Assist with transportation-related data collection, reporting, and compliance activities, including PACE services documentation.
• Assist in developing and maintaining transportation forms, logs, and operational tracking tools.
• Deliver packages, supplies, mail, equipment, and agency documents between locations as needed.
• Assist with special projects related to transportation and facilities operations.
• Perform additional duties assigned to support departmental goals and organizational needs.
• Support and provide coverage for daily transportation operations for adult, children's, and agency programs during staff absences, vacations, emergencies, or increased service demand.
• Coordinate transportation scheduling for programs, medical appointments, community activities, and special events.
• Assist with route planning, vehicle assignments, and transportation logistics to ensure continuity of services.
• Drive agency vehicles and transport individuals served in a safe, professional, and respectful manner, observing speed limits, traffic regulations, and organizational policies.
• Account for money spent, submitting receipts and change to the supervisor as required.
• Maintain American Heart Association certification in First Aid and CPR.
• Successfully complete all required training, re-training, and additional training as mandated by Little City policies and practices.
• Cooperate with governing bodies such as RTA, CARF, DCFS, DHS, and PACE as required.
• Upon request, assist the adult program by riding with staff to ensure safety when a participant may pose a potential threat to the well-being of the driver.
• Maintain current PACE driver qualifications, certifications, and training requirements always.
• Ensure compliance with Little City policies and procedures, PACE requirements, transportation regulations, and all applicable safety standards.
• Participate in required driver training, safety meetings, recertification activities, and compliance reviews.
• Immediately report vehicle accidents, incidents, driving violations, and safety concerns.
• Promote safe transportation practices and defensive driving principles throughout the organization.

Benefits

• medical, dental, and vision insurance
• short-term and long-term disability
• 401(k) and Roth 401(k) retirement plans with employer match
• Flexible Spending Accounts ( FSA)
• life insurance
• critical illness
• hospital indemnity
• paid holidays
• paid time off (vacation, personal, and sick time)
• employee assistance program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED