Maintenance Administrative Assistant

It's fun to work in a company where people truly BELIEVE in what they're doing!

Our intention is to have employees who are passionate about making their personal mission statement come to life each day at work! Be it through providing healing, eradicating loneliness, contributing to efficiencies, streamlining processes, being dependable, sparking creativity or something else, the demonstration of HOW you do your job is just as important as WHAT you do in your job.

Alongside our valued employees, we are making a difference throughout the state of Ohio in the lives of those that need healthcare or those embracing the next chapter of their lives. Sustained members of our team demonstrate accountable behavior and share our values of customer service, innovation, integrity, inclusion, financial stewardship, leadership and care.

The Transportation Manager plans, organizes, develops, and directs the overall operation of the transportation services operations including vehicle acquisition, inspections, preventative and scheduled maintenance, and record keeping in accordance with company standards and federal, state, and local standards, guidelines, and regulations to ensure that transportation is provided in a clean, safe, and timely manner.

Essential Activities and Tasks

Operations Management - 50%

• Coordinates transportation for scheduled events, activities, and errands for residents/patients.

• Plans trips and outings for residents/patients, including making required reservations, determining costs associated, and posts sign-up sheets.

• Maintains the weekly calendar of appointments for residents/patients and sends reminders of appointments when necessary.

• Determines scheduling and staffing requirements necessary to meet departmental needs.

• Manages resident/patient caseload, including conducting referral intakes and confirming payer sources where appropriate.

• Maintains Transportation Department policies and procedures.

• Provides transportation for residents/patients.

• Manages vehicle acquisition process as needed.

• Keeps interior and exterior of vehicles clean and ensures departmental staff does the same.

People Management and Development - 15%

• Supervises Drivers and all transportation employees.

• Fosters a positive work environment that attracts, retains, and motivates employees.

• Interviews, selects, and orients new direct reports.

• Defines, establishes, and promotes performance expectations so direct reports understand and demonstrate excellence through high quality and consistent performance.

• Evaluates job performance of direct reports in accordance with the company policy and procedure and provides developmental guidance to staff for improved performance and growth.

• Monitors accountability with organization requirements prescribed by the Employee Handbook. Documents and engages employees who are routinely not observing these requirements in an effort to achieve compliance. Works with Human Resources when circumstances arise that necessitate further documentation and intervention.

• Participates in the development, planning, scheduling, conducting, and monitoring of in-service training programs, on-the-job training, and orientation programs for departmental staff.

• Ensures that there is a reasonable and sufficient plan for staffing should a direct report be absent or a direct reporting position be vacant.

• Responds timely and thoughtfully to questions, requests, and work product from departmental staff that has been provided for review and approval.

Quality, Compliance, and Risk Management -10%

• Manages and maintains inspection and preventative maintenance plan for all vehicles.

• Provides appropriate training for drivers including passenger assistance, lift operations, wheelchair tie-down procedures, and all other required training.

• Reviews, develops, and implements a plan of correction for transportation concerns and/or deficiencies noted during quality assurance and state and city survey inspections.

• Serves on various committees (including the life plan community’s Safety Committee) and attends meetings of the life plan community providing written and/or oral reports of services and activities regarding the department.

• Willingly and consistently shares observations and insights of departmental operations that may improve quality and efficiencies of department.

Administration and Reporting - 10%

• Maintains current and accurate records through use of computers and/or other documentation in accordance with company standards and federal, state, and local standards, guidelines, and regulations.

• Maintains documentation of vehicle services and repairs.

• Completes monthly bus and required transportation reports.

• Conducts ancillary billing.

Financial, Asset, and Materials Management - 10%

• Assists in the development of the departmental operational and capital budget and maintains the operations within them.

• Takes appropriate actions to ensure physical assets are properly maintained per company standards.

• Provides input for capital project priorities for the year.

Care Management and Service Delivery - 5%

• Listens and responds to the needs of residents and staff members.

• Greets and assists residents/patients in and out of the vehicles as needed.

• Reviews and responds to complaints and grievances from residents, patients, and staff members regarding all areas of responsibility.

All other duties as assigned.

Qualifications

Education

• High school diploma or equivalent required.

• Completion of the Ohio Department of Aging DRIVE and defensive driving courses or willing to complete.

• Completion or willing to complete the Federal Transportation Administration drug and alcohol reasonable suspicion and post-accident training program, if applicable.

Experience

• Two years experience in transportation operations management required.

• Knowledge of state and federal driving laws and regulations required.

• Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet required.

Other Requirements

• Must be able to read, write, speak, and understand the English language.

• Must possess a valid driver's license and acceptable driving record. Must be insurable under professional liability and crime coverage policies as specified by insurance carrier underwriting standards.

Working Conditions and Special Requirements

• Sitting - Up to 8 hours/day

• Standing - Up to 6 hours/day

• Walking - Up to 6 hours/day

• Lifting, transferring, pushing or pulling residents/patients or equipment/supplies - Up to 50 pounds

• Driving - Up to 8 hours/day

• Work weekends, evenings, and holidays - Required as scheduled

• On-call availability - 24/7 for emergencies

• Subject to falls, burns, odors, and cuts - Work day

• Subject to residents/patients with various disease processes - Occasional

• May be exposed to infectious waste, disease, conditions, etc. including exposure to the AIDS and Hepatitis B viruses - Work day

• Risk Category for Exposure to Bloodborne Diseases - II