Dispatcher

**Position Description**

**KAWARTHA LAKES BUS LINES - PART TIME DISPATCHER**

**Reports To**:Branch Manager

**Summary Statement**

Reporting directly to the Branch Manager, the position is responsible for working co-operatively with the entire operations and shop team in an open office environment while collaborating with other dispatch staff to ensure all school bus runs are covered with drivers and appropriate equipment. Assist with the management of charter bookings and processing and communicating with drivers to advise them of upcoming trips and changes in the scheduling. Additional responsibilities include efficient and effective management of all bus routes so that all client expectations and requirements are met. A key component of employment at Kawartha Lakes Bus Lines is a demonstrated initiative to assist others in all areas when requested or required. Safety and positive customer relations are the cornerstones of this position.

**Key Relationships**

**Internally**:All Employees

**Externally**: Customers, Contractors/Sub-Contractors and School Boards

**Qualifications**
- **STANDARD SPECIFICATIONS**_**:Requirements are representative of minimum levels of knowledge skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.

**Education**

**Essential**

1. Completion of high school or vocational equivalent

**Knowledge**

**Essential**

1. 3 to 5 years experience in a dispatching role within transportation industry

2. Familiarity with basic vehicle mechanical processes and maintenance

3. Working knowledge of Microsoft Office and Excel

**Desirable**

1. Familiarity with geographic location of the City of Kawartha Lakes

2. Knowledge of a school bus/school bus industry.

**Core Company Skills and Abilities**

1. Good interpersonal and communication (verbal and written English) skills including exceptional active listening skills

2. Ability to be flexible and adaptable to adjust to changing duties and deadlines

3. Ability to read and interpret routes and schedules

4. Ability to work independently as well as cohesively with employees and managers as part of a team

5. Demonstrated initiative to assist in other areas when requested or required

6. Ability to maintain confidential information in a mature and professional manner

**Job Related Skills and Abilities**

1. Excellent phone etiquette and ability to manage multiple phone lines.

2. Excellent multi-tasking skills

3. Strong organizational skills, the ability to effectively prioritize tasks in a fast paced environment

4. Ability to assimilate information quickly and accurately in order to make effective day-to-day operational decisions

5. Ability to remain calm and professional in emergency situations

**Special Qualifications**

1. Valid B licence would an asset although not required

**Major Duties and Responsibilities**

1. Assist with the preparation of charter orders based on customer needs, provide quotes, confirm charter trip, assign charter to driver and enter charter information into dispatching software.

2. Manage hours of work for all professional drivers to meet Ministry of Transportation professional operator standards.

3. Assist dispatch staff to find replacement/spare professional drivers to maintain route dispatch.

4. Perform two-way radio duties including dispatching drivers, scheduling concerns, and handling dispatch emergencies, questions and concerns including troubleshooting. Refer non-routine situations to Branch Manager

5. Monitor bus routes to ensure schedules are met and operating problems are resolved.

6. Assist in managing morning and afternoon driver check-in.

7. Assist in delivering to professional drivers up-to-date route information when changes occur.

8. Assist to update website to advise customers of cancellations and/or delays.

9. Participate in the daily debrief process reflecting the day’s activities (lates, cancellations, errors).

10.Enter dispatch data with 100% accuracy into tracking system to ensure zero errors on schedule.

11.Monitor route radio communications and keep current and accurate logs of collisions.

12.Perform regular clerical office duties including but not limited to typing, data input, photocopying, mailings, and replenishing fuel sheets.

13.Maintain complete knowledge and comply with company policies, procedures, and standards.

14.Maintain client and company confidence by keeping information confidential and secure.

15.Maintain a positive working relationship with team members and management in a team environment.

16.Set-up and organize an individual work area with designated supplies, forms and resource materials while always maintaining cleanliness.

17.Represent the company in a front-line capacity.

18. Assist with maintaining fleet list and bus status.

**Responsibility for Decision Making**
- Assist fellow dispatchers in making effective decisions
- Determines priorities