Job Description:

POSITION SUMMARY:

The DOT Administrative Assistant plays a vital role in ensuring company-wide compliance with Federal Motor Carrier Safety Administration (FMCSA) and Department of Transportation (DOT) regulations. This position provides essential administrative, clerical, and record-keeping support to the fleet, safety, and operations departments. The ideal candidate maintains meticulous Driver Qualification (DQ) files, manages Hours of Service (HOS) tracking, assists with drug and alcohol testing programs, and ensures all fleet documentation remains audit-ready at all times.

PRIMARY RESPONSIBILITIES/FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions/primary responsibilities.

Regulatory Compliance & File Management

• Driver Qualification (DQ) Files: Maintain complete, up-to-date DQ files for all commercial drivers, including Motor Vehicle Reports (MVRs), medical certificates, driver applications, annual reviews, and road tests in accordance with 49 CFR Part 391.
• License & Medical Certificate Tracking: Monitor expiration dates for Commercial Driver’s Licenses (CDLs) and DOT medical cards; issue notifications to drivers and management well in advance of expiration dates.
• Drug & Alcohol Program Administration: Assist with the scheduling and record-keeping of pre-employment, random, post-accident, and reasonable-suspicion drug and alcohol screenings; coordinate entry and tracking within the FMCSA Drug and Alcohol Clearinghouse.
• Vehicle Maintenance Records: File and organize preventive maintenance records, Driver Vehicle Inspection Reports (DVIRs), annual inspection reports, and repair tickets to ensure compliance with 49 CFR Part 396

Permitting, Licensing & Fleet Support

• Titling & Registration: Assist in processing vehicle registrations, cab cards, Oversize/Overweight permits, and International Registration Plan (IRP) renewals.
• IFTA & Fuel Tax Assistance: Gather and summarize fuel receipts and state mileage data to support International Fuel Tax Agreement (IFTA) quarterly reporting.
• Citation & Claim Processing: Log and track traffic citations, toll violations, and minor accident claims; coordinate documentation with safety officers and insurance adjusters.

General Office & Operations Support

• Conduct initial onboarding administrative tasks for potential driving candidates.
• Answer incoming calls from stores, vendors, and regulatory bodies; route urgent compliance matters to management immediately.
• Maintain digital and physical file archives to ensure rapid retrieval during internal audits or official DOT/FMCSA interventions.
• Prepare weekly and monthly compliance summary reports for management review.

MINIMUM EDUCATION & SKILLS REQUIRED

Educational/Experience Requirements: 

High School Diploma or GED required; Associate’s degree in Business, Logistics, or Safety Compliance preferred

Required Technical Skills/Knowledge: 

• High Attention to Detail: Exceptional organizational skills 
• Communication Skills: Clear, professional verbal and written communication skills

General Knowledge and Abilities: 

• Confidentiality: Ability to handle sensitive personal data, including driver medical records, background checks, and drug testing results, with strict discretion.
• Problem-Solving Ability: Capacity to manage competing deadlines, track multiple recurring expiration dates, and flag compliance gaps proactively.

Physical Requirements: 

• Physical Demands: Prolonged periods sitting at a desk and working on a computer; occasional lifting of light filing boxes (up to 20 lbs).

Work Environment: 

• Environment: Primary work is performed in a standard office setting

For full time positions after eligibility criteria are met, benefits include:

• Quarterly Bonus
• Medical, dental, vision, and life insurance
• Company-funded retirement plan
• Paid time off
• Short- and long-term disability
• Employee discount
• Tuition Assistance

Benefits are subject to change at any time and governed by plan documents and Company policy. Higher minimum wage applies in applicable locations.

This job description is not all inclusive and is subject to change. Additional duties, responsibilities, and tasks may be assigned, as necessary. Employment remains “AT WILL” at all times.