Transportation Operations Assistant

Little City Foundation•Palatine, IL

About The Position

The Transportation Operations Assistant supports Little City’s transportation services by covering daily operations, assisting with fleet management, coordinating vehicle maintenance, helping with scheduling and compliance, and ensuring safe, reliable service. The role works closely with the Transportation Manager and program leaders to uphold safety, regulatory, and customer service standards. The assistant supports transportation operations for adult, children’s, and agency programs, including scheduling, route planning, vehicle assignments, vehicle readiness, and service coverage during absences, emergencies, or increased demand. The role may drive agency vehicles and transport individuals served, deliver items between locations, and assist with other office, facilities, and transportation projects. The position also maintains records and documentation for audits, inspections, and regulatory reviews and works with governing bodies and internal teams as required.

Requirements

High school diploma or GED.
Valid Illinois driver’s license and proof of automobile insurance.
Meet Little City Foundation insurance policy requirements to remain on the Approved Driver’s list and pass the PACE Certification process.
Proficiency with computers, including at least intermediate skill using Microsoft Word, Excel, and Outlook and other transportation-related software.
Maintain American Heart Association First Aid and CPR certification.
Maintain current PACE driver qualifications, certifications, and training requirements.
Complete all required training, retraining, and additional training mandated by Little City policies and practices.
Ability to operate a motor vehicle and have corrected vision and hearing within normal range.
Ability to assist with lifting up to 30 pounds, with varying amounts of assistance, on a recurring basis.

Nice To Haves

Associate degree, technical training, or coursework in transportation, logistics, fleet management, facilities management, or a related field.
At least two years of experience in transportation, logistics, fleet operations, facilities, maintenance, or a related area.
Experience in a nonprofit, healthcare, educational, or human services environment.

Responsibilities

Coordinate with Little City programs and operations staff to organize appointments and match resources to needs efficiently.
Assist the Transportation Manager with PACE data collection, data entry, and driver-related activities.
Arrange pickup, transportation, and drop-off of PACE and fleet vans for oil changes, safety inspections, washing, fueling, and repairs; assign gas cards as needed.
Serve as backup Transportation Manager or Coordinator when assigned.
Develop and implement daily transportation log sheets 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 and direct-care staff.
Support the Grants Team with data, spreadsheets, and reports as requested.
Assist with office duties, including mail sorting, photocopying, stocking supplies, minor maintenance, and maintaining files.
Report improper vehicle operation, faulty equipment, defective materials, and unusual conditions to the Transportation Manager.
Conduct and document pre-trip and post-trip visual inspections and required vehicle 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 data collection, reporting, compliance activities, and 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 transportation- and facilities-related special projects and perform other duties assigned to support departmental and organizational needs.
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 safely, professionally, and respectfully while following traffic laws and organizational policies.
Account for money spent and submit receipts and change to the supervisor as required.
Maintain American Heart Association First Aid and CPR certification and complete required training and retraining.
Cooperate with governing bodies, including RTA, CARF, DCFS, DHS, and PACE, as required.
Assist the adult program by riding with staff when requested to support safety where a participant may pose a potential threat to the driver.
Maintain current PACE driver qualifications, certifications, and training requirements.
Comply with Little City policies and procedures, PACE requirements, transportation regulations, and 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.