Compliance Assistant

Job Summary: 

The Compliance Assistant supports the Company’s FMCSA, DOT, OSHA, and drug and alcohol compliance programs by performing administrative, system, and documentation tasks. This role assists with new hire onboarding, driver qualification file maintenance, drug and alcohol testing coordination, system administration, and regulatory reporting. The Compliance Assistant works closely with the Senior HSE/DOT Compliance Administrator to ensure accurate records, timely compliance activities, and adherence to federal, state, and company requirements.

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Essential Duties and Responsibilities:

• Support new hire onboarding and compliance processing, including collecting required documentation for commercial driver Driver Qualification (DQ) files.

• Create, maintain, and update employee and driver accounts in compliance and safety systems including KPA, Samsara, ISNetworld, and other applicable platforms.

• Evaluate training requirements for new hires and coordinate communication regarding PEC and other required safety or compliance training.

• Process and verify new hire verifications of employment (VOE) in accordance with FMCSA requirements.

• Respond to external VOE requests within required timeframes, ensuring accurate and timely completion.

• Verify PEC compliance and ensure drug and alcohol testing requirements are met prior to driver assignment.

• Assist in maintaining accurate and complete Driver Qualification (DQ) files, including document collection, filing, and tracking.

• Provide administrative support for the Company’s DOT and Non-DOT drug and alcohol testing programs.

• Assist with weekly FMCSA Drug and Alcohol Clearinghouse queries and quarterly random drug and alcohol testing processes.

• Submit completed DOT citations to appropriate state agencies and maintain supporting documentation.

• Assist with annual registrations of company assets, including vehicles and equipment.

• Support the processing of annual overweight permits for company-owned tractors.

• Maintain the TPS Alert system, including quarterly uploads of DOT and Non-DOT drug testing registries.

• Assist with quarterly TPS Alert audits and responses as directed.

• Provide system administration support for Luma, Samsara, KPA, Fleetio, and other company systems as needed.

• Manage the distribution and tracking of company fuel cards.

• Perform additional administrative duties, special projects, and support tasks as assigned.

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Qualifications:

• Associate’s or Bachelor’s degree in Business Administration, Safety, Compliance, Human Resources, or a related field preferred.

• Minimum of one (1) to three (3) years of experience in compliance, safety administration, DOT support, or a related administrative role preferred.

• Basic working knowledge of FMCSA regulations, DOT compliance, driver qualification files, and drug and alcohol testing requirements preferred.

• Experience working with compliance and safety systems such as KPA, Samsara, ISNetworld, Fleetio, or similar platforms preferred.

• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.

• High attention to detail and accuracy when handling compliance documentation.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.

• Must be able to read, write, and speak English.

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Physical Requirements:

• Ability to remain seated for extended periods of time while working at a desk or computer workstation.

• Frequent use of hands and fingers for typing, data entry, and operating office equipment.

• Ability to view computer screens and written documents for prolonged periods.

• Ability to communicate effectively in person, by phone, and via electronic means.

• Occasional standing, walking, bending, or reaching within the office environment.

• Ability to lift and carry office materials weighing up to 10–15 pounds on an occasional basis.

• Ability to work in a standard office environment with minimal exposure to physical hazards.