DOT Compliance Administrative Assistant

Les Schwab•Bend, OR

2d•Onsite

About The Position

The DOT Compliance Administrative Assistant provides administrative, clerical, and record-keeping support to the fleet, safety, and operations departments to help ensure company-wide compliance with FMCSA and DOT regulations. The role maintains driver and vehicle records, monitors compliance deadlines, assists with drug and alcohol testing administration, and keeps fleet documentation ready for audits. It also supports permitting, licensing, fuel-tax reporting, citation and claim processing, onboarding administration, communications, and compliance reporting. The position is based primarily in a standard office setting. Physical demands include prolonged periods sitting at a desk and working on a computer, with occasional lifting of light filing boxes weighing up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Additional duties may be assigned, and the job description is not all inclusive. Employment is at will.

Requirements

High school diploma or GED required.
Exceptional attention to detail and organizational skills.
Clear, professional verbal and written communication skills.
Ability to handle sensitive personal information, including medical records, background checks, and drug-testing results, with strict discretion.
Ability to manage competing deadlines, track recurring expiration dates, and proactively flag compliance gaps.

Nice To Haves

Associate’s degree in Business, Logistics, or Safety Compliance preferred.

Responsibilities

Maintain complete, current Driver Qualification files for commercial drivers, including MVRs, medical certificates, applications, annual reviews, and road tests in accordance with 49 CFR Part 391.
Track CDL and DOT medical-card expiration dates and notify drivers and management in advance.
Assist with scheduling and record-keeping for pre-employment, random, post-accident, and reasonable-suspicion drug and alcohol screenings; coordinate Clearinghouse entry and tracking.
Organize preventive maintenance records, DVIRs, annual inspection reports, and repair tickets in accordance with 49 CFR Part 396.
Assist with vehicle registrations, cab cards, Oversize/Overweight permits, and IRP renewals.
Gather and summarize fuel receipts and state mileage data to support quarterly IFTA reporting.
Log and track traffic citations, toll violations, and minor accident claims; coordinate documentation with safety officers and insurance adjusters.
Conduct initial onboarding administrative tasks for potential driving candidates.
Answer incoming calls from stores, vendors, and regulatory bodies, routing urgent compliance matters to management immediately.
Maintain digital and physical file archives for rapid retrieval during internal audits or official DOT/FMCSA interventions.
Prepare weekly and monthly compliance summary reports for management review.