Administrative Support for DOT Compliance - Norfolk, VA

Xylem Tree Experts; Norfolk (VA); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Health insurance

401K

Job summary

Xylem Tree Experts in Norfolk, VA seeks a DOT Compliance Specialist to support and develop the DOT compliance program. The role involves heavy administrative tasks, including data entry, file maintenance, and scheduling.

You will assist with Driver Qualification Files, drug testing, inspections, and fleet registrations, while upholding company policies and standards. The candidate will work independently and with others, maintaining confidentiality and accuracy in all records.

Qualifications

• High School Diploma or equivalent.
• 2 years minimum of professional administrative experience.
• Experience in data entry.
• Knowledge of DOT and FMCSA regulations and requirements preferred.
• Knowledge of applicable laws, codes, regulations, policies, and procedures preferred.

Responsibilities

• Assemble and maintain Driver Qualification Files and notify drivers of expiring docs; schedule DOT drug screens and physicals; perform MVR reviews and FMCSA Clearinghouse queries.
• Schedule pre-employment, random, and post-accident testing; maintain DOT drug & alcohol testing rosters.
• Track and investigate inspections, citations, violations, and incidents for disputes.
• Assist with registrations and renewals of Fleet Vehicles, including IRP vehicles in multiple states.
• Maintain digital asset files by updating asset information and uploading documents.
• Provide administrative support for external and internal compliance audits.

Skills

Attention to detail

Microsoft Excel

Excellent communication

Data entry

Education

High School Diploma

Job description

The DOT Compliance Specialist will support and assist in the continued and further development, implementation, and enhancement of the Department of Transportation Compliance program. This position will assist DOT Department Management with recordkeeping and maintaining required files in compliance with the above-listed authorities and company policies. This opportunity is heavy in administrative tasks, including data entry, reviewing documents for accuracy, and scheduling appointments.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist with the assembly and maintenance of Driver Qualification Files, including notifying drivers of expiring documentation/qualifications and scheduling DOT drug screens and physicals, performing MVR initial/annual reviews and pre-employment/annual FMCSA Clearinghouse Queries.
• Support the DOT drug and alcohol program by scheduling pre-employment, random and post-accident testing as required as well as maintaining DOT Drug & Alcohol testing rosters.
• Assist with tracking and investigating inspections, citations, violations and incidents for submission of disputes through the FMCSA Data Q system and with government agencies.
• Assist with the initial and annual registrations and renewals of Fleet Vehicles, including IRP vehicles in multiple states.
• Maintain digital asset files through updating asset information and uploading documents to asset files.
• Maintain accident registers for DOT recordable and non-recordable accidents.
• Provide administrative support for external and internal compliance audits.
• Maintaining driver lists by class.
• Collecting and maintaining Federal and Brake Inspector certifications for Fleet Technicians
• Provide administrative support to the company CDL training program and assist in compiling compliant files for drivers obtaining their CDL through the program.
• Support DOT training programs through issuing training and updating training records.
• Other duties as assigned.

Additional Details

This position requires the candidate to be able to work in a time sensitive, high visibility role. The candidate must be able to work independently and closely with others and manage business interactions in a positive and professional manner.

Competencies

• Attention to detail
• Focus and teamwork
• Proficiency in Microsoft Excel
• Excellent written and verbal communication skills
• Demonstrates commitment to continuous improvement
• Ability to maintain confidentiality

Education And Experience

• High School Diploma or equivalent
• 2 years minimum of professional administrative experience
• Experience in data entry
• Knowledge of DOT and FMCSA regulations and requirements preferred
• Knowledge of applicable laws, codes, regulations, policies, and procedures preferred

Position requires employee to be able to pass a background check and drug screen as required for this job.

Work Authorization Requirements

Must meet I-9 requirements.

Affirmative Action/EEO statement

Xylem Tree Experts and Kendall Vegetation Services provide equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, obligations, and activities may change at any time, with or without notice.

Reasonable Accommodation Statement

XKIG is an equal opportunity employer and complies with all federal, state, and local nondiscrimination laws, including the ADA. If you need a reasonable accommodation during the application or hiring process, please contact our Talent Acquisition team at 877-418-2999.

Benefits Offered

This is a full-time position that offers health insurance benefits for medical, vision, and dental, as well as the option for enrollment in a 401K.

Paid Time Off (PTO)

Eligibility and accrual timelines vary by position with some roles gaining PTO immediately and others becoming eligible after a set period of employment. Details are provided during the hiring process and may vary for Union hires.

AI Usage Disclaimer

As part of our commitment to efficiency and innovation, we may use artificial intelligence (AI) tools during the recruiting and onboarding processes. These tools assist with tasks such as resume screening, interview scheduling, and communication. All decisions regarding hiring and employment are ultimately made by our human team. If you have questions or concerns about this process, please contact our HR department.