Job Summary:
The DOT Specialist is responsible for supporting and maintaining compliance with all applicable Department of Transportation (DOT) and Federal Motor Carrier Safety Administration (FMCSA) regulations across the organization. This role ensures the accuracy and integrity of Driver Qualification Files, Hours-of-Service (HOS) records, vehicle files, and related fleet safety documentation. The DOT Specialist provides day-to-day administrative and technical support to operations, safety, and fleet teams, proactively identifies compliance gaps, and assists with implementing corrective actions. In addition, this position supports Fleet Safety activities, including incident reporting, vehicle compliance tracking, and implementing best practices to reduce risk and enhance operational performance.
Responsibilities/Essential Functions:
- Maintain complete and compliant Driver Qualification (DQ) Files, including initial onboarding, annual reviews, MVR checks, medical certificates, and required documentation.
- Monitor Hours-of-Service (HOS) compliance through ELD platforms; identify violations or trends and escalate as needed.
- Track, audit, and maintain vehicle files, including registrations, inspections, permits, titles, and maintenance records.
- Assist with drug & alcohol testing program administration, including pre-employment, random, post-accident, and reasonable suspicion testing.
- Support IFTA/IRP reporting and recordkeeping for mileage, fuel, and apportioned plates.
- Conduct periodic internal audits to ensure readiness for DOT/FMCSA inspections.
- Assist in preparing documentation for DOT audits, new entrant audits, and compliance reviews.
- Assist with fleet incident reporting, documentation, and follow-up actions.
- Support the fleet safety team with data collection, tracking corrective actions, and preparing metrics or scorecards.
- Monitor fleet-related safety trends (e.g., speeding, harsh events, telematics data) and help communicate them to operations.
- Help maintain compliance with company fleet policies, safe-driving guidelines, and equipment standards.
- Support rollout of new fleet safety tools, technology, and training initiatives.
- Respond to inquiries from operations leadership, drivers, and safety personnel regarding DOT compliance requirements.
- Assist with onboarding and orientation for DOT-regulated drivers regarding compliance expectations.
- Maintain accurate digital and physical records according to company standards.
- Prepare monthly or quarterly compliance reports as requested.
- Support cross-functional projects to enhance transportation compliance and safety.
Education & Experience Requirements:
- High school diploma or equivalent required; associate degree in safety, transportation, business administration, or related field preferred.
- At least two years of experience in DOT, FMCSA, fleet compliance, safety, or transportation operations preferred.
- Working knowledge of FMCSA regulations, including Parts 40, 382, 383, 390-399.
- Experience with ELD systems, telematics platforms, or compliance management software preferred.
- Strong organizational skills and attention to detail.
- Ability to interpret regulations, maintain accurate records, and communicate requirements to others.
- Proficient in Microsoft Office (Excel, Word, Teams).
Work Environment/Physical Requirements:
- Primarily office-based with frequent interaction via phone, email, and video conferencing.
- Occasional visits to shop or yard environments, which may include exposure to weather, noise, and moving equipment.
- Ability to sit for extended periods and perform data entry with consistent accuracy.
- Must be able to lift up to 25 lbs. occasionally for file boxes or equipment.
- Travel may be required on a limited basis (<10%) for audits, meetings, or support visits.
- Must be able to maintain confidentiality and handle sensitive driver and fleet information.
Location: Location specific
FLSA Status: Non-Exempt
Employment Type: Full-time
TAKKION is an Equal Opportunity Employer.