Licensing Clerk

Truckway Leasing•Cincinnati, OH

1d•Onsite

About The Position

We are seeking a full-time Licensing Clerk responsible for coordinating and maintaining all fleet-related licensing, permits, and regulatory documentation. This role ensures the company’s equipment remains compliant with federal, state, and local transportation regulations. The Licensing Clerk supports the Fleet and Safety departments by tracking expiration dates, processing renewals, and maintaining accurate, well-organized records for all vehicle- and company-level permits.

Requirements

High school diploma or equivalent.
Strong attention to detail and organizational skills.
Experience in administrative, clerical, or compliance-related roles.
Proficiency in Microsoft Office (Excel, Outlook, Word).
Experience in trucking, logistics, or transportation.
Knowledge of IRP, IFTA, UCR, and state-specific permitting systems.
Familiarity with commercial vehicle compliance regulations.
Accuracy and attention to detail
Strong communication skills
Ability to manage multiple deadlines
Problem-solving skills
Professionalism and confidentiality
The associate will be required to: read; communicate verbally and/or in written form; remember and analyze certain information; and remember and understand certain instructions or guidelines.
While performing the duties of this job, the associate may be required to stand, walk, and sit.
The associate is frequently required to use hands to touch, handle, and feel, and to reach with hands and arms.
The associate must be able to occasionally lift and/or move up to 20 lbs.

Responsibilities

Process new vehicle titles and registrations.
Renew IRP apportioned plates and maintain accurate IRP account records.
Manage IFTA decals and ensure fleet-wide compliance with fuel tax requirements.
Coordinate annual license plate renewals for tractors, trailers, and other equipment.
Monitor expiration dates for all fleet-related permits and licenses.
Submit documentation to state agencies, DOT offices, and permitting authorities as needed.
Assist with maintaining compliance for company-level operating authorities (e.g., USDOT, MC number updates, UCR registration, etc.).
Track state-specific permits such as KYU, NM Weight Distance, OR Mileage Tax, and NY HUT when applicable.
Maintain well-organized digital and physical files for all fleet licensing and permit documents.
Ensure all records are stored properly and updated promptly after renewals or changes.
Prepare reports for Fleet, Safety, and accounting departments as needed.
Keep licensing spreadsheets or fleet management software up to date.
Communicate with state agencies, DMVs, permitting services, and third‑party vendors.
Respond to internal requests related to vehicle licensing status.
Assist Fleet Management with administrative tasks requiring licensing information.
Perform other related tasks and projects as assigned to support departmental and company needs.
Manage toll accounts (e.g., EZ-Pass, PrePass, PikePass, SunPass, BestPass, or company-specific systems).
Assign and track toll transponders/devices for fleet equipment.
Monitor toll activity for accuracy and report discrepancies or fraud.
Reconcile toll statements with fleet usage and submit discrepancies for correction.
Process toll payments and ensure accounts remain in good standing.
Prepare and issue toll billing to customers when applicable.
Review toll usage by customer, verify accuracy, and apply appropriate charges.
Work with Accounting to ensure customer toll invoices are processed, sent, and collected.
Perform other related tasks and projects as assigned to support departmental and company needs.