DOT Compliance Administrative Assistant

Les Schwab Tire Centers; Bend (OR); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Quarterly bonus

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Retirement plan

Paid time off

Disability Insurance

Employee discount

Job summary

Les Schwab Tire Centers seeks a DOT Administrative Assistant to ensure FMCSA/DOT regulatory compliance and maintain driver qualification files, licenses, and drug/alcohol program records.

You will handle vehicle documentation, DVIRs, and IFTA data, while supporting fleet and safety teams. This role requires meticulous records management and proactive expiry tracking in a fast-paced office environment.

Qualifications

• High School Diploma or GED required; Associate’s degree in Business, Logistics, or Safety Compliance preferred
• Exceptional organizational skills and high attention to detail
• Clear, professional verbal and written communication skills
• Ability to handle sensitive data with strict discretion
• Ability to manage deadlines, track multiple expiration dates, and flag gaps

Responsibilities

• Maintain regulatory compliance and file management for DOT program.
• Maintain complete DQ files for commercial drivers and track MVRs, medical certificates, and road tests.
• Monitor CDL and DOT medical card expirations and notify drivers/managers.
• Assist with scheduling and record-keeping of drug and alcohol testing and FMCSA Clearinghouse entries.
• Organize vehicle maintenance records and DVIRs for audit readiness.
• Assist in IFTA quarterly reporting data collection and summaries.
• Process vehicle registrations, cab cards, permits, and IRP renewals.
• Log citations, tolls, and minor accident documents; coordinate with safety/insurance teams.
• Prepare weekly/monthly compliance summaries for management.

Skills

Attention to detail

Organizational skills

Communication skills

Confidentiality

Problem-solving

Education

High School Diploma or GED

Associate’s degree in Business, Logistics, or Safety Compliance

Job description

Job Description: POSITION SUMMARY:

The DOT Administrative Assistant plays a vital role in ensuring company-wide compliance with Federal Motor Carrier Safety Administration (FMCSA) and Department of Transportation (DOT) regulations. This position provides essential administrative, clerical, and record-keeping support to the fleet, safety, and operations departments. The ideal candidate maintains meticulous Driver Qualification (DQ) files, manages Hours of Service (HOS) tracking, assists with drug and alcohol testing programs, and ensures all fleet documentation remains audit-ready at all times.

PRIMARY RESPONSIBILITIES/FUNCTIONS

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

• Regulatory Compliance & File Management
• Driver Qualification (DQ) Files: Maintain complete, up-to-date DQ files for all commercial drivers, including Motor Vehicle Reports (MVRs), medical certificates, driver applications, annual reviews, and road tests in accordance with 49 CFR Part 391.
• License & Medical Certificate Tracking: Monitor expiration dates for Commercial Driver’s Licenses (CDLs) and DOT medical cards; issue notifications to drivers and management well in advance of expiration dates.
• Drug & Alcohol Program Administration: Assist with the scheduling and record-keeping of pre-employment, random, post-accident, and reasonable-suspicion drug and alcohol screenings; coordinate entry and tracking within the FMCSA Drug and Alcohol Clearinghouse.
• Vehicle Maintenance Records: File and organize preventive maintenance records, Driver Vehicle Inspection Reports (DVIRs), annual inspection reports, and repair tickets to ensure compliance with 49 CFR Part 396.
• Permitting, Licensing & Fleet Support Titling & Registration: Assist in processing vehicle registrations, cab cards, Oversize/Overweight permits, and International Registration Plan (IRP) renewals.
• IFTA & Fuel Tax Assistance: Gather and summarize fuel receipts and state mileage data to support International Fuel Tax Agreement (IFTA) quarterly reporting.
• Citation & Claim Processing: Log and track traffic citations, toll violations, and minor accident claims; coordinate documentation with safety officers and insurance adjusters.
• General Office & Operations Support Conduct initial onboarding administrative tasks for potential driving candidates.
• Answer incoming calls from stores, vendors, and regulatory bodies; route urgent compliance matters to management immediately.
• Maintain digital and physical file archives to ensure rapid retrieval during internal audits or official DOT/FMCSA interventions.
• Prepare weekly and monthly compliance summary reports for management review.

MINIMUM EDUCATION & SKILLS REQUIRED

• Educational/Experience Requirements: High School Diploma or GED required; Associate’s degree in Business, Logistics, or Safety Compliance preferred
• Required Technical Skills/Knowledge: High Attention to Detail: Exceptional organizational skills
• Required Technical Skills/Knowledge: Communication Skills: Clear, professional verbal and written communication skills
• General Knowledge and Abilities: Confidentiality: Ability to handle sensitive personal data, including driver medical records, background checks, and drug testing results, with strict discretion.
• General Knowledge and Abilities: Problem-Solving Ability: Capacity to manage competing deadlines, track multiple recurring expiration dates, and flag compliance gaps proactively.
• Physical Requirements: Physical Demands: Prolonged periods sitting at a desk and working on a computer; occasional lifting of light filing boxes (up to 20 lbs).
• Work Environment: Environment: Primary work is performed in a standard office setting

For full time positions after eligibility criteria are met, benefits include: Quarterly Bonus Medical, dental, vision, and life insurance Company-funded retirement plan Paid time off Short- and long-term disability Employee discount Tuition Assistance Benefits are subject to change at any time and governed by plan documents and Company policy.

Higher minimum wage applies in applicable locations.

This job description is not all inclusive and is subject to change. Additional duties, responsibilities, and tasks may be assigned, as necessary. Employment remains “AT WILL” at all times.

Our founder, Les Schwab, built his business from one store to hundreds of locations across the western states, a massive supply chain hub, and a state-of-the-art headquarters, making Les Schwab one of the largest independent tire businesses in the United States. Les believed in treating customers like family. Although he passed away in 2007, his vision remains at the core of the company’s culture: give people more for their money, reward employees for their expertise and hard work, earn people’s trust, and everyone benefits. Today, the 8,000+ employees of Les Schwab Tire Centers are proud to carry on this legacy.

Our unparalleled profit-sharing and benefits package is designed to reward you now and into your future. Competitive compensation Profit sharing bonus Retirement plan funded by Les Schwab Company paid training Medical Insurance Dental Insurance Vision Insurance Vacation & holiday pay Life Insurance Short & long-term disability

Les Schwab is an equal-opportunity employer.

If you need a reasonable accommodation to complete this application, please contact the manager at the location where you are applying.

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