Transportation Operations Assistant

Little City; Palatine (IL); On-site; USD 36,000 - 44,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Disability insurance

401(k) retirement plan

Life insurance

Paid holidays

Paid time off

Job summary

Little City is seeking a Transportation Operations Assistant at our Main Campus in Palatine, IL. This full-time role covers daily transportation operations, fleet management support, scheduling, and compliance to ensure safe, reliable service for adults and children.

You will work with the Transportation Manager and program leaders, handling logs, data entry, and coordination with PACE and related services. This position requires a HS/GED and a valid IL license.

Qualifications

• HS/GED or equivalent required.
• Two years of transportation or fleet experience preferred.
• Valid IL driver’s license and proof of automobile insurance required.

Responsibilities

• Coordinate appointments and resources across programs.
• Assist with PACE data collection and driver activities.
• Arrange pickup and transport of vans for maintenance, inspections, and repairs.
• Maintain transportation records, logs, and documentation for audits and regulatory reviews.
• Ensure safety inspections and compliance with policies and regulations.

Skills

Safety compliance

Data entry

MS Office

Education

HS/GED

2+ years transportation experience

Tools

PACE data system

Microsoft Word/Excel

Job description

Job Details

Job Location: Main Campus - Palatine, IL 60067Position Type: Full TimeEducation Level: HS/GED cert & 2 yrs expSalary Range: $35,694.65 - $44,000.00 Salary/year

Salary : $ 35,694.65- $ 44,000/ Year Depending on years of Experience

Purpose

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.

Essential Duties and 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

Little City offers competitive salaries and benefits for eligible employees such as

• 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)
• an employee assistance program

Qualifications

High School Diploma or GED required. 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. 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.

Physical Requirements & Work Environment

While performing the duties of this job, the employee is subject to sitting, walking, and standing for prolonged periods; frequently grasps, lifts, holds, or feels objects; occasionally stoops, kneels, crouches, or crawls. The employee frequently is required to use manual and finger dexterity and eye-hand coordination when working with persons served and handling office, medical, or household equipment. The employee is subject to assist and lift up to 30 pounds with varying amounts of assistance on a reoccurring basis. The employee is required to have corrected vision and hearing within normal range and the ability to operate a motor vehicle. Generally, no occupational exposure to blood, body fluids, communicable diseases or other potentially infectious substances, but may require performing unplanned Category III tasks (Category II) .The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer

Disclaimer: The intent of this job description is to provide a representative level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.