DOT Compliance Specialist

This position is responsible for maintaining compliance with DOT, FMCSA, and Company policies to protect company employees and assets.

Essential duties and responsibilities include, but are not limited to:

DOT Compliance services for OHK

• Review, maintain, and audit all driver qualification files. Driver Qual
• Ensure each driver is current on all DOT requirements. Driver Qual
• Review "hours of service" logs for accuracy and compliance. Reg Comp M
• Maintain all Commercial Motor Vehicles (CMV) files for accuracy. Vehicle & e
• Ensure all vehicles are legally operational with required licenses, permits, certifications, etc. to avoid interruptions to business operations.
• Coordinate driver’s license and medical examination card renewals.
• Participate in the driver recruitment and pre-employment process.
• Prepare and issue DOT-compliant paperwork for new hires.
• Ensuring all defects reported on DVIRs are promptly repaired and properly signed off by authorized personnel.
• Conduct audits of maintenance records and vehicle inspections.
• Report and review all incidents and create action plans for improvement.
• Act as the main point of contact between Company and outside regulatory agencies.
• Maintain Samsara hardware and software across truck fleet including equipment installation, software configuration, and driver support.
• Responsible for filing quarterly fuel tax and state mileage returns with each appropriate state.
• Manage company’s DOT drug testing program. Driver Qual
• Primary contact for driver-related Electronic Logging Device issues. Log auditing and editing with proper annotations (Samsara).
• Communicate changes in laws, policies, processes, and procedures to employees.
• Provide DOT and safety training as needed or required.
• Conduct quarterly driver safety meetings.
• Develop and provide in-person training materials, key updates, and workshops to ensure employees understand and follow regulatory requirements. (CHP Workshops)
• Participate in driver pay and labor discussions pertaining to compliance and regulatory requirements.

DOT Compliance for Contract Carriers

• Maintain records for each contract carrier including:
  • Current certificate of insurance
  • Current Contract Carrier agreement
  • Current motor carrier permit
  • Current CARB certificate
  • Current drug testing certificate
• Monitoring 90-day preventative maintenance to ensure OHKT equipment is serviced on time and in accordance with scheduled requirements.

Insurance Claim Management (OHK)

• File all accident claims with designated insurance agencies.
• Follow up with assigned claim representative to ensure they have all necessary information.
• Work with insurance adjuster for inspection of equipment to be repaired.
• Follow up to ensure payment of repairs.

Grants and Incentives

• Facilitate contracts with the SJVAPCD for Truck Trade-Up Program, Standard Replacement Program and Fleet Expansion Program. The contracts also include those of other truck companies are partnering with us in state programs.
• Follow through to end of contract completion, complete payment procedure paperwork to ensure grant payment will be made in a timely manner to OHK.

Oversee and manage outside carrier agreements for OHK and Cal Western ensuring all compliance documents have the proper coverage and requirements.

Other duties as assigned.

The requirements listed below are representative of the knowledge, skill or ability necessary to perform this job successfully:

Education/Experience:

• Bachelor’s Degree preferred, or an equivalent combination of education and experience.
• Minimum five (5) years of experience in a DOT and FMCSA compliance related role is required.
• Knowledge of federal and state laws and regulations pertaining to the transportation industry.

• Proficient in Microsoft Office Suite and Adobe Acrobat.
• Ability to learn fleet management systems (Samsara).
• Excellent customer service and interpersonal skills.
• Must be highly solution oriented and collaborative.
• Ability to handle multiple projects at one time.
• Must be disciplined to establish and adhere to a daily routine.
• Tactful and diplomatic in addressing difficult issues.
• Must be able to be assertive while also treating others with respect.
• Must be able to build effective relationships with employees across all levels of the organization.
• Must be able to effectively facilitate meetings and trainings.
• Bilingual (English/Spanish) preferred.

• Frequently required to: sit for prolonged periods of time, reach for/manipulate standard office equipment, communicate with various staff and/or reach for and manipulate objects.
• Occasionally lifts 20 pounds.