VVTA Admin Jobs
Posted: June 18, 2025
Vanpool Administrator
Position: Vanpool Administrator
Reports to: Director of Operations
Location: 17150 Smoke Tree, Hesperia CA 92345
Employment Status: Full Time
FLSA Classification: Exempt
Work Schedule: Hybrid following probationary period
Salary Range: $70,840 - $83,643 (Commensurate with Experience)
At Victor Valley Transit Authority (VVTA), we don’t just move people, we move communities forward. Our commitment to quality, efficiency, and responsiveness ensures that every ride is a dependable experience, enhancing mobility and access for all.
As an employer, we value our people as much as we value our mission. We offer work-life balance, including a hybrid work schedule, so you can thrive both personally and professionally. Our rewarding compensation and benefits support financial and personal well-being, ensuring every employee feels appreciated. We foster a family-oriented organizational culture, prioritizing employee morale and leadership that actively nurtures a positive workplace. And when it comes to growth, we empower our team with career opportunities that spark pride, encourage development, and allow you to serve the public in meaningful ways.
Join us, and be part of an organization that drives impact, innovation, and connection every day. VVTA—a career that moves you.
BASIC PURPOSE AND PRINCIPAL RESPONSIBILITIES
The Vanpool Administrator has operational oversight and is accountable for the management of VVTA’s Regional Vanpool and TRIP programs. The Administrator is responsible for the effectiveness and utilization of these alternative transportation programs by developing and maintaining the programs through partnerships with participants, employers, vendors, and other stakeholders. Through iVanpool and TripTrak the position will review, approve, and maintain program participation through an application, database, and reporting systems. For these programs, the Administrator determines eligibility, maintains, and updates program databases, and responds to program questions, complaints, and concerns. The Administrator maintains and manages related data and reports for annual and monthly reporting through iVanpool, TripTrak, and TransTrack. The Administrator develops and maintains outreach materials and presentations, promotes the programs at events, reviews vendor invoices and manages program demand. The Administrator is responsible for increasing vanpool program participation.
SUPERVISION RECEIVED AND EXERCISED
Is under the general direction of the Director of Operations and provides directions to others.
EXAMPLES OF DUTIES
• Manage program applications/intake processes, through iVanpool and TripTrak, review, seek clarification, approve, and maintain participation in the program
• Respond to Vanpool and Trip applications, inquiries and requests from potential and existing participants, employers, and other stakeholders
• Work with vanpool participants, vendors, employers, and stakeholders, to ensure proper communication and increased awareness of the program through their outreach efforts and tools, support efficient implementation of vanpools
• Process monthly and annual reports, resolve issues, update database and sister software system, TransTrack – compare data and ensure integrity consistency
• Maintain the integrity and usefulness of the customized database, iVanpool
• Review records daily, run and analyze reports, oversee vendor and participant input into system. Make front end and back-end changes to iVanpool to ensure consistency and usefulness
• Prepares and enters data for monthly and annual National Transportation Database (NTD) submittals, as well as fiscal year end reporting and problem solving for the Vanpool mode
• Oversees, monitors, and coordinates with the Vanpool vendors to ensure contract compliance, including but not limited to, financial compensation, and reporting
• Responsible for developing, implementing, and maintaining program guidelines, policies, and procedures
• Coordinates with Marketing staff to create and maintain a variety of documents/ medium to communicate programs to participants, employers and stakeholders including VVTA’s website, iVanpool website, brochures, fact sheets, guidelines, FAQs, PowerPoint presentations, and other materials
• Coordinates with Marketing staff to maintain and update a marketing strategy to promote growth and to draw new audiences
• Prepare and make presentations at public events, rideshare fairs, employer events, and other stakeholder groups
• Assists with the development of scopes of works for requests for proposals for various services required in program implementation, including vendor, software, or marketing service needs
• Identifies trends and recommends alternatives to ensure vanpool program expansions meet and/or exceed Agency’s goals and measurements for participation/ utilization, program satisfaction criteria, etc.
• Ensures the program meets federal funding requirements, complies with grant requirements, and adjusts as needed
• Performs other duties as assigned.
MINIMUM QUALIFICATIONS
Knowledge of:
• Modern office practices, methods, procedures, and equipment
• Use of management information systems for recordkeeping and reporting
• Basic knowledge of marketing principles and presentation methodologies
• Basic map reading skills
• Effective telephone techniques, etiquette, and customer service
• Principles of business letter writing, report preparation, English usage, spelling, grammar, and punctuation
• Principles of statistical record keeping, data collection, data management and research techniques
• Computers and applicable software applications include thorough working knowledge of the current Microsoft Office suite including but not limited:
o word processing, calendaring, e-mail, and database programs
o proficient knowledge in MS Excel Spreadsheet including functions, pivot tables and v-lookup to analyze, interpret and present data in an efficient and meaningful format.
Ability to:
• Learn how to use efficiently and effectively manage job related agency software
• Learn applicable office and vanpool and trip policies and procedures, contractor and vendor agreements, and applicable federal, state, and local laws, rules, and regulations.
• Communicate effectively in writing and verbally, prepare, compose, analyze, proofread, and correct text for accuracy
• Work with numbers, including ability to collect, tabulate, and analyze data using MS Excel Spreadsheets to interpret and report data in meaningful ways
• Ensure a high degree of accuracy and attention-to-detail
• Prioritize, organize, and perform multiple responsibilities to meet time constraints and deadlines
• Work independently in the absence of supervision, exercise sound judgement, and work under pressure to meet deadlines
• Communicate clearly and concisely with tact and diplomacy with the public, management, stakeholders, and other internal/external customers
• Establish and maintain effective cooperative working relationships with those contacted in the course of work.
Skill in:
• Typing at a speed necessary for successful job performance
• Maintaining confidentiality regarding sensitive information
• Effectively operating a computer using word processing, calendaring, e-mail, database, document management, spreadsheet, and other office administrative software and machines.
Experience and Education:
Any combination of experience and training that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required knowledge, skills, and abilities would be:
Experience:
Three to five years of increasingly responsible administrative, customer service, or analyst experience. Experience with the operation of public transportation sponsored vanpool programs or transportation demand is desired.
Education:
Two-year college degree from an accredited college or business school with major coursework in business administration, accounting, program management or another relevant field.
License or Certificate:
Possession of a valid driver’s license is required at the time of hire date. Individuals who do not meet this requirement due to a physical disability will be considered on a case-by-case basis.
SPECIAL SKILLS AND WORK ENVIRONMENT
Physical Skills:
Mobility to work in a typical office setting. Physical ability to use standard office equipment, including a computer; sit at desk or stand for prolonged periods; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the phone; intermittently twist and reach office equipment; dexterity to use a computer; write and use keyboard to communicate through written means; lift or carry light weight; travel to and from various sites.
Work Environment:
Work in a standard office setting and in the field.
Victor Valley Transit Authority (VVTA) is an Equal Opportunity Employer. We are committed to providing a workplace free from discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation, national origin, disability, age, or any other protected status under federal, state, or local law.
Your personal information will be collected and used solely for recruitment and hiring purposes in compliance with applicable privacy laws. We do not share applicant data with unauthorized third parties. By submitting your application, you consent to the processing of your information in accordance with our privacy policy.
Actual placement within the salary range is dependent on multiple factors, including but not limited to skills, education and experience.
Reports to: Director of Operations
Location: 17150 Smoke Tree, Hesperia CA 92345
Employment Status: Full Time
FLSA Classification: Exempt
Work Schedule: Hybrid following probationary period
Salary Range: $70,840 - $83,643 (Commensurate with Experience)
At Victor Valley Transit Authority (VVTA), we don’t just move people, we move communities forward. Our commitment to quality, efficiency, and responsiveness ensures that every ride is a dependable experience, enhancing mobility and access for all.
As an employer, we value our people as much as we value our mission. We offer work-life balance, including a hybrid work schedule, so you can thrive both personally and professionally. Our rewarding compensation and benefits support financial and personal well-being, ensuring every employee feels appreciated. We foster a family-oriented organizational culture, prioritizing employee morale and leadership that actively nurtures a positive workplace. And when it comes to growth, we empower our team with career opportunities that spark pride, encourage development, and allow you to serve the public in meaningful ways.
Join us, and be part of an organization that drives impact, innovation, and connection every day. VVTA—a career that moves you.
BASIC PURPOSE AND PRINCIPAL RESPONSIBILITIES
The Vanpool Administrator has operational oversight and is accountable for the management of VVTA’s Regional Vanpool and TRIP programs. The Administrator is responsible for the effectiveness and utilization of these alternative transportation programs by developing and maintaining the programs through partnerships with participants, employers, vendors, and other stakeholders. Through iVanpool and TripTrak the position will review, approve, and maintain program participation through an application, database, and reporting systems. For these programs, the Administrator determines eligibility, maintains, and updates program databases, and responds to program questions, complaints, and concerns. The Administrator maintains and manages related data and reports for annual and monthly reporting through iVanpool, TripTrak, and TransTrack. The Administrator develops and maintains outreach materials and presentations, promotes the programs at events, reviews vendor invoices and manages program demand. The Administrator is responsible for increasing vanpool program participation.
SUPERVISION RECEIVED AND EXERCISED
Is under the general direction of the Director of Operations and provides directions to others.
EXAMPLES OF DUTIES
• Manage program applications/intake processes, through iVanpool and TripTrak, review, seek clarification, approve, and maintain participation in the program
• Respond to Vanpool and Trip applications, inquiries and requests from potential and existing participants, employers, and other stakeholders
• Work with vanpool participants, vendors, employers, and stakeholders, to ensure proper communication and increased awareness of the program through their outreach efforts and tools, support efficient implementation of vanpools
• Process monthly and annual reports, resolve issues, update database and sister software system, TransTrack – compare data and ensure integrity consistency
• Maintain the integrity and usefulness of the customized database, iVanpool
• Review records daily, run and analyze reports, oversee vendor and participant input into system. Make front end and back-end changes to iVanpool to ensure consistency and usefulness
• Prepares and enters data for monthly and annual National Transportation Database (NTD) submittals, as well as fiscal year end reporting and problem solving for the Vanpool mode
• Oversees, monitors, and coordinates with the Vanpool vendors to ensure contract compliance, including but not limited to, financial compensation, and reporting
• Responsible for developing, implementing, and maintaining program guidelines, policies, and procedures
• Coordinates with Marketing staff to create and maintain a variety of documents/ medium to communicate programs to participants, employers and stakeholders including VVTA’s website, iVanpool website, brochures, fact sheets, guidelines, FAQs, PowerPoint presentations, and other materials
• Coordinates with Marketing staff to maintain and update a marketing strategy to promote growth and to draw new audiences
• Prepare and make presentations at public events, rideshare fairs, employer events, and other stakeholder groups
• Assists with the development of scopes of works for requests for proposals for various services required in program implementation, including vendor, software, or marketing service needs
• Identifies trends and recommends alternatives to ensure vanpool program expansions meet and/or exceed Agency’s goals and measurements for participation/ utilization, program satisfaction criteria, etc.
• Ensures the program meets federal funding requirements, complies with grant requirements, and adjusts as needed
• Performs other duties as assigned.
MINIMUM QUALIFICATIONS
Knowledge of:
• Modern office practices, methods, procedures, and equipment
• Use of management information systems for recordkeeping and reporting
• Basic knowledge of marketing principles and presentation methodologies
• Basic map reading skills
• Effective telephone techniques, etiquette, and customer service
• Principles of business letter writing, report preparation, English usage, spelling, grammar, and punctuation
• Principles of statistical record keeping, data collection, data management and research techniques
• Computers and applicable software applications include thorough working knowledge of the current Microsoft Office suite including but not limited:
o word processing, calendaring, e-mail, and database programs
o proficient knowledge in MS Excel Spreadsheet including functions, pivot tables and v-lookup to analyze, interpret and present data in an efficient and meaningful format.
Ability to:
• Learn how to use efficiently and effectively manage job related agency software
• Learn applicable office and vanpool and trip policies and procedures, contractor and vendor agreements, and applicable federal, state, and local laws, rules, and regulations.
• Communicate effectively in writing and verbally, prepare, compose, analyze, proofread, and correct text for accuracy
• Work with numbers, including ability to collect, tabulate, and analyze data using MS Excel Spreadsheets to interpret and report data in meaningful ways
• Ensure a high degree of accuracy and attention-to-detail
• Prioritize, organize, and perform multiple responsibilities to meet time constraints and deadlines
• Work independently in the absence of supervision, exercise sound judgement, and work under pressure to meet deadlines
• Communicate clearly and concisely with tact and diplomacy with the public, management, stakeholders, and other internal/external customers
• Establish and maintain effective cooperative working relationships with those contacted in the course of work.
Skill in:
• Typing at a speed necessary for successful job performance
• Maintaining confidentiality regarding sensitive information
• Effectively operating a computer using word processing, calendaring, e-mail, database, document management, spreadsheet, and other office administrative software and machines.
Experience and Education:
Any combination of experience and training that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required knowledge, skills, and abilities would be:
Experience:
Three to five years of increasingly responsible administrative, customer service, or analyst experience. Experience with the operation of public transportation sponsored vanpool programs or transportation demand is desired.
Education:
Two-year college degree from an accredited college or business school with major coursework in business administration, accounting, program management or another relevant field.
License or Certificate:
Possession of a valid driver’s license is required at the time of hire date. Individuals who do not meet this requirement due to a physical disability will be considered on a case-by-case basis.
SPECIAL SKILLS AND WORK ENVIRONMENT
Physical Skills:
Mobility to work in a typical office setting. Physical ability to use standard office equipment, including a computer; sit at desk or stand for prolonged periods; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the phone; intermittently twist and reach office equipment; dexterity to use a computer; write and use keyboard to communicate through written means; lift or carry light weight; travel to and from various sites.
Work Environment:
Work in a standard office setting and in the field.
Victor Valley Transit Authority (VVTA) is an Equal Opportunity Employer. We are committed to providing a workplace free from discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation, national origin, disability, age, or any other protected status under federal, state, or local law.
Your personal information will be collected and used solely for recruitment and hiring purposes in compliance with applicable privacy laws. We do not share applicant data with unauthorized third parties. By submitting your application, you consent to the processing of your information in accordance with our privacy policy.
Actual placement within the salary range is dependent on multiple factors, including but not limited to skills, education and experience.
VVTA Administration Positions APPLY HERE
For those interested in VVTA administrative positions, please click the “Administration Positions” link above. Please note that only applications related to VVTA administration will be processed. Any applications that do not meet this criterion will not be processed, and you will need to reapply.
Ensure you apply for the appropriate category of positions available.
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Keolis North America serves as the major operations and maintenance contractor for VVTA’s Hesperia and Barstow locations. Search available Hesperia and Barstow job opportunities by clicking the link to the Keolis North America jobs page.
If applying for a driver position, be prepared to provide a Motor Vehicle Report (10 years) if you are contacted.
For VVTA Operations and Maintenance Positions – Please Click Below for Bus Driver, Fixed Route Driver, Paratransit Dispatcher, Fixed Route Dispatcher, Maintenance Mechanic)
Operations and Maintenance Positions APPLY HERE
We Are An Equal Opportunity Employer
The Victor Valley Transit Authority (VVTA) is an equal employment opportunity employer (see our EEO policy in English or Spanish). Any available employment opportunities with VVTA are listed here. Available employment opportunities that may exist with VVTA contractors are also linked below. Those interested in contractor opportunities should review the VVTA Bid Opportunities page.