DOT Compliance Administrative Assistant

Les Schwab Tire Centers•Bend, OR

3d•Onsite

About The Position

The DOT Compliance Administrative Assistant provides administrative, clerical, and record-keeping support to the fleet, safety, and operations departments, helping ensure company-wide compliance with FMCSA and DOT regulations. The role maintains driver qualification files, tracks hours of service and the expiration of driver licenses and medical certificates, assists with drug and alcohol testing programs, and keeps fleet documentation organized and audit-ready. The position also supports vehicle permitting, titling, registration, IFTA reporting, citation and claim processing, candidate onboarding, calls, file archiving, and recurring compliance reports. The work is primarily performed in a standard office setting. Physical demands include prolonged sitting and computer use, with occasional lifting of light filing boxes weighing up to 20 pounds.

Requirements

High school diploma or GED.
Exceptional attention to detail and organizational skills.
Clear, professional verbal and written communication skills.
Ability to handle sensitive personal data, including driver 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.
Ability to sit for prolonged periods and work on a computer, and occasionally lift filing boxes weighing up to 20 pounds.

Nice To Haves

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

Responsibilities

Maintain complete and 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 certificate 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 driver entry and tracking in the FMCSA Drug and Alcohol Clearinghouse.
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, and 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, and promptly route urgent compliance matters to management.
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.