HR & DOT Administrative Clerk

Probst Electric, Inc.•Caldwell, ID

10d•Onsite

About The Position

Probst Electric is looking for a reliable and organized HR & DOT Administrative Clerk to provide day-to-day administrative support to the Human Resources and Safety/Fleet teams, with a primary focus on data entry, recordkeeping, and reporting. This role is responsible for entering and maintaining accurate new hire, employee, and driver data across HR and DOT systems; obtaining required documentation from employees, drivers, and outside vendors; coordinating travel arrangements for PFS employees; and producing routine reports for HR and Safety leadership. This is a high-volume, detail-oriented data and administrative role rather than a compliance decision-making role, questions of regulatory interpretation or driver qualification determinations are escalated to the Fleet Manager.

Requirements

High school diploma or GED required
1–3 years of experience in an administrative, HR support, data entry, or clerical role
Fast, accurate data entry skills with strong attention to detail; comfortable working in multiple systems/databases at once.
Proficient in Microsoft Office (Excel, Word, Outlook)
Strong organizational and follow-up skills; able to track multiple open items and deadlines to completion without losing accuracy.
Ability to handle sensitive personnel, medical, and travel information with strict confidentiality.
Clear, professional written and verbal communication skills; comfortable following up by phone/email with employees, drivers, and vendors to obtain missing information.
Able to work independently, prioritize a high volume of recurring tasks, and meet routine reporting deadlines.
Valid driver's license required.
Must be able to pass a pre-employment drug screen.

Nice To Haves

Associate degree or relevant certification preferred.
experience supporting HR, fleet, or DOT administration is a plus but not required — this role is trainable for a strong administrative candidate.
experience with an HRIS/payroll system and/or fleet or compliance data systems (e.g., J.J. Keller, Samsara, Tenstreet) a plus.
Experience coordinating travel arrangements (flights, hotels, rental cars, expense/per diem tracking) preferred.

Responsibilities

Enter new hire data into HR/HRIS and payroll systems (e.g., personal information, tax forms, direct deposit, I-9 details) accurately and within required timeframes.
Enter new driver and employee data into DOT tracking/compliance systems (e.g., J.J. Keller or similar), including license numbers, endorsements, medical certificate dates, and onboarding documents.
Assemble new hire and Driver Qualification (DQ) file packets; scan, upload, and file supporting documentation (licenses, certifications, background checks, MVRs) into the appropriate electronic and physical systems.
Obtain outstanding new hire and driver documentation by following up directly with employees, drivers, supervisors, and outside vendors (testing labs, background check providers, licensing agencies).
Coordinate travel arrangements for PFS (traveling) employees, including booking flights, hotels, and processing travel authorizations.
Serve as the point of contact for PFS employees and project managers on travel logistics questions, changes, and cancellations.
Enter and update DOT-related data on an ongoing basis: license renewals, medical certificate expirations, drug/alcohol test scheduling and results, MVR pulls, and DVIR/inspection records.
Pull and compile data to generate routine, recurring reports — e.g., expiring licenses/medical cards, upcoming drug testing, new hire status, headcount, and travel spend — for distribution to HR, Safety, and Fleet leadership.
Maintain organized, accurate, and audit-read electronic filing systems for personnel, new hire, and driver records, following required retention schedules.
Track outstanding items (missing documents, pending test results, expiring credentials) in a tracking log/spreadsheet and follow up until items are resolved or escalate to the appropriate manager.
Respond to routine internal data requests from HR, Safety, Fleet, and Payroll (e.g., pulling a driver's file status, confirming a new hire's start date).
Assist with general administrative tasks — filing, scanning, mail, correspondence, and data verification/clean-up in HR and DOT systems.
Support onboarding logistics for new employees and drivers (scheduling orientation, coordinating paperwork, setting up files) alongside the HR and Safety teams.
Perform other administrative and data support duties as assigned.