HR & DOT Administrative Clerk

Probst Electric Inc.; Caldwell (ID); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical, dental, vision

401(k) with match

Life insurance

Safety-focused culture

Career growth opportunities

Job summary

Probst Electric Inc. is seeking a reliable HR & DOT Administrative Clerk to support HR and Safety/Fleet teams with data entry, recordkeeping, and reporting.

You will manage new hire and driver data, medical and license documentation, and travel logistics in a high-volume environment. Ideal candidates have 1–3 years in administrative roles, strong MS Office and HRIS experience, and a commitment to confidentiality.

Qualifications

• Fast, accurate data entry with strong attention to detail across multiple systems.
• Experience supporting HR, fleet, or DOT administration is a plus but trainable.
• Able to manage travel arrangements and routine reporting deadlines.

Responsibilities

• Enter new hire and driver data into HR/HRIS and payroll systems accurately and on time.
• Maintain DOT tracking data: licenses, medical certificates, and credentials.
• Assemble and file new hire and Driver Qualification documentation.
• Coordinate travel for traveling employees and manage approvals.
• Generate routine reports for HR, Safety, and Fleet leadership.

Skills

Data entry

HR coordination

MS Office

Confidentiality

Organization

Communication

Education

High school diploma or GED

Associate degree or certification preferred

Tools

HRIS/Payroll system

J.J. Keller / DOT systems

Job description

About Us

A fully owned subsidiary of Quanta Services, Inc. (NYSE: PWR), Probst Electric Inc. is one of North America's premier utility construction companies. Probst Electric has offices in Heber City, Provo, and Salt Lake City, Utah; Caldwell and Rupert, Idaho. Probst Electric has successfully completed projects all over the United States and Canada.

About Us

A fully owned subsidiary of Quanta Services, Inc. (NYSE: PWR), Probst Electric Inc. is one of North America's premier utility construction companies. Probst Electric has offices in Heber City, Provo, and Salt Lake City, Utah; Caldwell and Rupert, Idaho. Probst Electric has successfully completed projects all over the United States and Canada.

Probst Electric specializes in high‑voltage transmission line construction, design‑build, and maintenance services for public and private sector utilities. Our construction specialties include transmission, distribution, drilling, underground, and renewables.

Probst Electric offers competitive wages and a comprehensive benefits package, including medical, dental, vision, and 401k. We are an Equal Opportunity Employer and participate in E-Verify.

About This Role

Probst Electric is looking for a reliable and organized HR & DOT Administrative Clerk to provide day-to-day administrative support to the Human Resources and Safety/Fleet teams, with a primary focus on data entry, recordkeeping, and reporting. This role is responsible for entering and maintaining accurate new hire, employee, and driver data across HR and DOT systems; obtaining required documentation from employees, drivers, and outside vendors; coordinating travel arrangements for PFS employees; and producing routine reports for HR and Safety leadership. This is a high-volume, detail-oriented data and administrative role rather than a compliance decision‑making role, questions of regulatory interpretation or driver qualification determinations are escalated to the Fleet Manager.

What You'll Do

Key Responsibilities

• New Hire & HR Data Entry: Enter new hire data into HR/HRIS and payroll systems (e.g., personal information, tax forms, direct deposit, I-9 details) accurately and within required timeframes.
• Enter new driver and employee data into DOT tracking/compliance systems (e.g., J.J. Keller or similar), including license numbers, endorsements, medical certificate dates, and onboarding documents.
• Assemble new hire and Driver Qualification (DQ) file packets; scan, upload, and file supporting documentation (licenses, certifications, background checks, MVRs) into the appropriate electronic and physical systems.
• Obtain outstanding new hire and driver documentation by following up directly with employees, drivers, supervisors, and outside vendors (testing labs, background check providers, licensing agencies).
• Travel Coordination: Coordinate travel arrangements for PFS (traveling) employees, including booking flights, hotels, and processing travel authorizations.
• Serve as the point of contact for PFS employees and project managers on travel logistics questions, changes, and cancellations.
• Ongoing Data Entry & Recordkeeping: Enter and update DOT‑related data on an ongoing basis: license renewals, medical certificate expirations, drug/alcohol test scheduling and results, MVR pulls, and DVIR/inspection records.
• Pull and compile data to generate routine, recurring reports — e.g., expiring licenses/medical cards, upcoming drug testing, new hire status, headcount, and travel spend — for distribution to HR, Safety, and Fleet leadership.
• Maintain organized, accurate, and audit‑read electronic filing systems for personnel, new hire, and driver records, following required retention schedules.
• Track outstanding items (missing documents, pending test results, expiring credentials) in a tracking log/spreadsheet and follow up until items are resolved or escape to the appropriate manager.
• Respond to routine internal data requests from HR, Safety, Fleet, and Payroll (e.g., pulling a driver's file status, confirming a new hire's start date).
• General Administrative Support: Assist with general administrative tasks — filing, scanning, mail, correspondence, and data verification/clean‑up in HR and DOT systems.
• Support onboarding logistics for new employees and drivers (scheduling orientation, coordinating paperwork, setting up files) alongside the HR and Safety teams.
• Perform other administrative and data support duties as assigned.

Qualifications

What You'll Bring

• High school diploma or GED required; Associate degree or relevant certification preferred.
• 1–3 years of experience in an administrative, HR support, data entry, or clerical role; experience supporting HR, fleet, or DOT administration is a plus but not required — this role is trainable for a strong administrative candidate.
• Fast, accurate data entry skills with strong attention to detail; comfortable working in multiple systems/databases at once.
• Proficient in Microsoft Office (Excel, Word, Outlook); experience with an HRIS/payroll system and/or fleet or compliance data systems (e.g., J.J. Keller, Samsara, Tenstreet) a plus.
• Experience coordinating travel arrangements (flights, hotels, rental cars, expense/per diem tracking) preferred.
• Strong organizational and follow-up skills; able to track multiple open items and deadlines to completion without losing accuracy.
• Ability to handle sensitive personnel, medical, and travel information with strict confidentiality.
• Clear, professional written and verbal communication skills; comfortable following up by phone/email with employees, drivers, and vendors to obtain missing information.
• Able to work independently, prioritize a high volume of recurring tasks, and meet routine reporting deadlines.
• Valid driver's license required. Must be able to pass a pre‑employment drug screen.

What You'll Get

At Probst Electric Inc., a proud subsidiary of Quanta Services (NYSE: PWR), you’ll join a team that takes pride in delivering high‑voltage transmission construction, design‑build solutions, and maintenance services for public and private utilities. With offices across Utah and Idaho and projects spanning the nation, we bring expertise in transmission, distribution, drilling, underground work, and renewable energy - along with a commitment to quality, safety, and teamwork in everything we do.

We Offer

• Enjoy exceptional benefits , including medical, dental, vision, life insurance, and a 401(k) with a strong company match.
• Be part of an industry‑leading safety culture, strengthened by Quanta Services’ unwavering commitment to safety and its world‑class national training network.
• Access unlimited career growth opportunities and advance your future within the expansive Quanta family of companies.

Please Note:

We are not engaging with external recruiters or agencies for this role. Kindly refrain from outreach regarding candidates.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law.

We are an Equal Opportunity Employer, including disability and protected veteran status.

We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company’s Human Resources department.