Assistant DOT Compliance Specialist

A. Duie Pyle; West Chester (Chester County); On-site; USD 38,000 - 48,000; Full time

Job summary

A. Duie Pyle is seeking an organized Administrative Associate to support safety programs with a focus on DOT compliance across LTL, warehouse, and dedicated divisions. You will track driver qualifications, manage databases, and coordinate documentation with operations leadership.

The role involves filing, data maintenance, and occasional filing or reporting tasks. On-the-job training is provided, and strong attention to detail is essential.

Qualifications

• Strong interpersonal and communication skills.
• Ability to interface effectively with customers and other employees.
• Good oral and written communication skills.
• Computer skills: Word, Access, Excel.
• Ability and desire to learn regulations and company processes.
• Must demonstrate accuracy, thoroughness and attention to detail.
• High School Diploma or equivalent.
• 1 to 3 years of administrative experience.

Responsibilities

• Prepare DOT driver qualification files in compliance with DOT and company requirements.
• Assist with roadside inspection process and manage paperwork details.
• Track and communicate information on spreadsheets for leadership.
• Maintain accurate, timely spreadsheets for documentation on file.
• Collect and file updated DOT driver qualification documents (MVRs, physicals, violations).
• Assist with Drug and Alcohol Testing program administration.
• Answer calls about Hours of Service violations or questions from drivers and managers.
• Support safety award programs and TSA Indirect Air Carrier processing requirements.
• Resolve discrepancies found in daily safety audits of paperwork from customers.

Skills

Interpersonal communication

Written & verbal communication

Customer interaction

Education

High School Diploma or GED

Tools

Word

Excel

Access

Job description

A family-owned business since 1924, A. Duie Pyle provides a range of integrated transportation and distribution solutions throughout the Northeast. Supported by our vast network of Less-Than-Truckload (LTL) service centers, warehouse facilities, and dedicated locations, we have the ability to offer flexible and seamless integrated solutions tailored to our customer’s needs.

Simply put, when it comes to integrated supply chain solutions, Pyle People Deliver. Our promise is to provide outstanding service as it remains to be our first and foremost mission.

Position Summary

Provide administrative and clerical support for safety programs with a focus on Department of Transportation (DOT) compliance functions. This is an enterprise position providing support for the LTL, Warehouse and Custom Dedicated divisions, including tracking and obtaining driver qualification. The position involves creating and updating databases and reports, following up with operations leadership to track down documents and plenty of filing. No technical compliance knowledge is required to start; on the job training will be provided. The ideal candidate has a willingness to learn, cheerful disposition, strong organizational skills, excellent attention to detail and a desire to be helpful.

The responsibilities of the position include, but are not limited to:

• Working with driver recruiters to assure DOT required driver qualification files are promptly and thoroughly prepared in compliance with DOT and company requirements
• Assisting with the roadside inspection process and fines received by drivers which includes receiving and reviewing the paperwork for relevant details, documenting repairs, tracking information on a spreadsheet, sending notification to company leadership and occasionally writing appeals in an attempt to overturn inspector errors
• Assisting with the monitoring and spreadsheet tracking of returned Meeting Attendance Records, and communication with company leadership as necessary
• Maintaining accurate timely spreadsheets and use to communicate with and update department leadership and fleet owners on the required documentation that is and is not on file. Follow up as appropriate to obtain necessary copies of documents
• Maintaining continued DOT driver qualification files by collecting, reviewing and filing updated documents (including all details and requirements related to Motor Vehicle Records, physicals, Annual Review of moving violations, CDL expiration notification.)
• Assisting with the administration of the Drug and Alcohol Testing program
• Assisting with answering calls in regards to Hours of Service violations and/or questions as received from Drivers, Service Center Managers, Dispatchers, and/or Account Managers
• Assisting with administration of the safety award programs for the Enterprise
• Assisting with the TSA Indirect Air Carrier program with processing employee Security Threat Assessment (STA) applications, assigning web-based training, and working with Human Resources for employee file retention requirements to meet the TSA regulations
• Assisting in resolving discrepancies discovered in daily customer service audits of hazardous material paperwork provided to us by our customers (the Badhaz process)
• Answering phone calls involving Complaints/Compliments about our drivers and document following the prescribed procedure within an electronic tracking system
• Answering the accident call line and assist with the initial documentation of an accident
• Receiving phone calls from Service Center Managers and Custom Dedicated Account Managers and assist them with compliance related questions
• Assisting with support services within the department as needed
• Auditing leased equipment files for Independent Contractors and Fleet Owners to assure necessary documentation is filed accurately and timely, including ongoing vehicle inspection documentation and proof of repairs

To be qualified for this position, you should possess the following:

• Strong interpersonal and communication skills
• Ability to interface effectively with customers and other employees
• Good oral and written communication skills
• Computer skills: Word, Access, Excel
• Ability and desire to learn regulations and company processes
• Must demonstrate accuracy, thoroughness and attention to detail
• High School Diploma or equivalent
• 1 to 3 years of administrative experience

For a full job description associated with this posting, please contact A. Duie Pyle’s Human Resources department. This job posting is intended solely for external advertising purposes and does not represent a comprehensive list of all job-related duties and qualifications.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.