Transportation Department Specialist

WESTFIELD WASHINGTON SCHOOLS; Westfield (IN); On-site; USD 45,000 - 65,000; Full time

Job summary

Westfield Washington Schools is seeking a Transportation Department Specialist to provide administrative, operational, and financial support for the Transportation Department. The role coordinates district field trips, administers Medicaid reimbursement for eligible transportation services, and manages transportation payroll processes while ensuring accurate recordkeeping.

The Administrative Coordinator serves as a central point of communication among schools, district staff, transportation

Qualifications

• Strong organizational and project management skills to coordinate multiple priorities.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to handle confidential information with sound judgment.
• Analytical and problem-solving abilities.
• Experience with payroll, finance records, and reporting.
• Ability to establish and maintain effective working relationships with district staff, administrators, drivers, and external agencies.
• Knowledge of payroll processes, financial recordkeeping, and administrative procedures.
• Ability to interpret and apply district policies and applicable state and federal regulations.

Responsibilities

• Coordinate district field trips from initial request through final completion.
• Review and approve field trip requests for compliance and availability.
• Schedule buses and assign drivers to meet transportation needs.
• Coordinate transportation logistics with administrators, teachers, and staff.
• Communicate trip schedules and updates to stakeholders.
• Monitor field trip calendar and manage billing and records.

Skills

Strong organizational and project‑m an

Excellent written and verbal沟通 skills

Attention to detail and accuracy

Confidential information handling

Analytical and problem solving

Payroll/process & reporting knowledge

Relationships with staff and external;

Payroll processes and financial record

Policy and regulation interpretation

Tools

Microsoft Office Suite

Job description

Transportation Department Specialist

Westfield Washington Schools

Position Summary

The Transportation Department Administrative Coordinator provides comprehensive administrative, operational, and financial support for the Transportation Department. This position is responsible for coordinating all district field trips, administering Medicaid reimbursement for eligible special transportation services, managing transportation payroll processes, and ensuring accurate financial and operational recordkeeping. The Administrative Coordinator serves as a central point of communication among schools, district departments, transportation staff, and external partners to ensure transportation services are delivered efficiently, accurately, and in compliance with district, state, and federal requirements.

Essential Duties and Responsibilities

District Field Trip Coordination

• Coordinate all district field trips from initial request through final completion.
• Review and approve field trip requests to ensure compliance with district procedures and transportation availability.
• Schedule buses and assign drivers to meet transportation needs for field trips.
• Coordinate transportation logistics with school administrators, teachers, coaches, and department representatives.
• Communicate trip schedules, transportation arrangements, and updates to all stakeholders.
• Monitor and manage the field trip calendar to maximize fleet and staffing efficiency.
• Process and reconcile all field trip billing, ensuring accurate invoices, cost allocation, and timely payment.
• Maintain complete and accurate records related to field trip requests, approvals, scheduling, and financial transactions.

Medicaid Transportation Reimbursement

• Coordinate the district's Medicaid reimbursement process for eligible special transportation services.
• Maintain accurate documentation supporting Medicaid-eligible transportation services.
• Ensure compliance with all applicable federal, state, and district Medicaid requirements.
• Prepare and submit required reimbursement documentation within established timelines.
• Monitor reimbursement activity and maintain records to maximize eligible revenue for the district.
• Collaborate with Special Services and other departments to ensure accurate reporting and documentation

Transportation Payroll Administration

• Collect, review, and calculate payroll information for bus drivers and bus aides.
• Verify hours worked, additional assignments, and applicable compensation.
• Prepare payroll documentation accurately and in accordance with established payroll deadlines.
• Identify and resolve payroll discrepancies through communication with supervisors and the Payroll Department.
• Maintain confidential payroll records and supporting documentation.
• Assist transportation supervisors with payroll reporting and recordkeeping as needed.

Administrative and Operational Support

• Provide administrative support for daily transportation department operations.
• Maintain accurate transportation records, databases, and reports.
• Assist with department financial tracking and documentation.
• Ensure compliance with district policies, transportation regulations, and applicable reporting requirements.
• Respond professionally to inquiries from staff, schools, parents, and community members regarding transportation services.
• Support transportation leadership with special projects, reporting, and operational initiatives.
• Perform other duties as assigned by the Director of Transportation.

Knowledge, Skills, and Abilities

• Strong organizational and project management skills with the ability to coordinate multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• High level of attention to detail and accuracy.
• Ability to maintain confidential information and exercise sound judgment.
• Strong analytical and problem-solving skills.
• Proficiency with Microsoft Office Suite and district transportation, payroll, and financial management software.
• Ability to establish and maintain effective working relationships with district staff, administrators, drivers, and external agencies.
• Knowledge of payroll processes, financial recordkeeping, and administrative procedures.
• Ability to interpret and apply district policies and applicable state and federal regulations.