Trip & Activity Transportation Coordinator

Mehlville R-9 School District; Mehlville (MO); On-site; USD 43,000 - 44,000; Full time

Job summary

Mehlville R-9 School District is seeking an Activity and Trip Specialist in the Transportation Department to manage daily and seasonal transportation logistics for instructional trips, athletic events, and other student activities for the 2026-2027 year.

This 12-month position involves evaluating trip requests, coordinating vehicle and driver assignments, and handling financial documentation while maintaining vendor relationships and ensuring safety inspections and schedule accuracy.

Qualifications

• Requires a high school diploma or equivalent.
• Additional education/certification preferred.
• Requires 2 to 5 years of job-related prior experience.
• Requires confidentiality.

Responsibilities

• Plan, schedule, and coordinate daily and seasonal transportation logistics for instructional field trips, athletic events, extracurricular programs, and specialized student events (e.g., Stretch programs).
• Evaluate trip requests to determine vehicle availability, optimal routing, driver assignments, and time estimates, ensuring cost-effective allocation of department assets.
• Serve as the primary point of contact for school administrators, athletic directors, teachers, and coaches regarding trip requests, schedule changes, and logistical requirements.
• Prepare, process, and track purchase orders, invoices, and billing documentation to ensure accurate financial management for all transportation operations.
• Onboard new vendors, maintain vendor relationships, reconcile accounts payable/receivable, and for trip-related expenses (e.g., charter buses, tolls, venue parking fees).
• Calculate, verify, and cross-charge trip costs to appropriate school budgets, grants, or activity funds in a timely manner.
• Assist in the tracking of transportation staff, including bus drivers, monitors, and sub-drivers.
• Maintain and regularly update the master driver seniority list and bus assignment rosters.
• Oversee end-of-year shutdown tasks and prepare back-to-school transportation schedules, driver route bidding packets, district calendars, and physical exams.
• Schedule, organize, and manage documentation for state-mandated safety inspections.
• Manage multi-line phone systems and two-way radio dispatch channels, providing clear, timely communication to drivers, school staff, and parents during routine routes and trip delays.
• Provide administrative support to the Director of Transportation, assisting in real-time problem-solving, route adjustments, and emergency response handling as needed.
• Perform additional operational tasks and administrative duties as assigned by the Director of Transportation.
• Other duties may be assigned.

Education

High school diploma or equivalent

Additional education/certification preferred

Job description

Mehlville R-9 School District is seeking an Activity and Trip Specialist in the Transportation Department to manage daily and seasonal transportation logistics for instructional trips, athletic events, and other student activities for the 2026-2027 year.

This 12-month position involves evaluating trip requests, coordinating vehicle and driver assignments, and handling financial documentation while maintaining vendor relationships and ensuring safety inspections and schedule accuracy.