DOT Specialist

Job Description

Job Description

DOT Specialist

 
Location: On Site Houston, TX (Headquarters)

FLSA Status : Full Time Exempt

Position Summary
The DOT Specialist is responsible for the administration, monitoring, and continuous improvement of all Department of Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA), and driver compliance programs. This role serves as the organization's subject matter expert for regulatory compliance involving commercial drivers, driver qualification records, FMCSA Clearinghouse requirements, drug and alcohol testing, CSA performance, and transportation safety initiatives. The DOT Specialist partners with Operations, Human Resources, Safety, Fleet Management, and field leadership to ensure compliance and minimize organizational risk.

Essential Duties and Responsibilities

• Administer a comprehensive DOT and FMCSA compliance program.
• Work with 3rd party vendor to review compliance status and follow up with drivers as needed.
• Ensure compliance with all applicable FMCSA regulations and company policies.
• Maintain audit-ready records and documentation.
• Work with 3rd party vendors to resolve compliance matters.
• Maintain and audit Driver Qualification Files for all CDL drivers.
• Ensure timely completion and retention of:

-Driver applications
-Motor Vehicle Records (MVRs)
-CDL documentation
-Medical Examiner Certificates
-Road test certifications
-Annual driver reviews
-Employment verifications
-Applicable CMV documentation

• Monitor expiration dates and proactively address compliance deficiencies.
• Conduct periodic DQF audits and corrective action reviews.
• Monitor the company's Compliance, Safety, Accountability (CSA) scores and performance indicators.
• Respond to and complete DOT Performance Safety History verifications.
• Maintain audit readiness throughout the organization.
• Lead preparation efforts for DOT audits, investigations, and compliance reviews.
• Coordinate responses to regulatory agencies.
• Provide regular updates to leadership regarding compliance risks and performance.
• Train managers and drivers on DOT compliance requirements.
• Assist with onboarding new employees with DOT requirements.
• Develop compliance resources, tools, and procedures.
• Serve as an internal SME for DOT-related questions and guidance.
• Up to 25% of travel.
• Other tasks and duties as assigned.

Drug & Alcohol Testing Program

• Assist the DER in administering DOT drug and alcohol testing programs, including:

-Random
-Post-accident
-Reasonable suspicion
-Return-to-duty
-Follow-up testing

• Coordinate with Third-Party Administrators (TPA), collection sites, and Medical Review Officers (MRO).
• Maintain confidential testing records in accordance with DOT regulations.
• Ensure testing quotas and annual compliance requirements are satisfied.

Motor Vehicle Record (MVR) Management

• Conduct annual and periodic MVR reviews for drivers.
• Identify driving-related risks and compliance concerns.
• Track driver's license status, endorsements, restrictions, and renewal requirements.

Vehicle Compliance & Fleet Record Audits

• Onboard/Offboard CMVs, ensuring all vehicles are equipped with current and proper documentation (inspections, cab cards, license plates, etc.)
• Audit vehicle qualification and compliance records, promptly correcting any discovered deficiencies.
• Monitor inspection, maintenance, and registration documentation on an ongoing basis.
• Partner with Fleet Management to ensure compliance with DOT requirements.
• Assist with corrective actions arising from roadside inspections or regulatory reviews.
• Ensure all regulatory filings (MCS-150, IFTA, IRP, UCR, etc.) are completed timely and accurately.

Required Qualifications

• Bachelor's degree in Occupational Safety, Transportation, Human Resources, Business Administration, or related field preferred.
• Minimum 3-5 years of DOT, FMCSA, transportation safety, or compliance experience.
• Strong working knowledge of:
• FMCSA regulations
• DOT drug and alcohol testing requirements
• FMCSA Clearinghouse
• Driver Qualification Files
• Hours of Service regulations
• CSA program requirements
• Experience supporting multi-site or multi-state operations preferred.
• Advanced proficiency in Microsoft Office, particularly Excel.
• Experience using DOT compliance, fleet management or safety management systems.

Key Competencies

• Regulatory compliance expertise
• Attention to detail
• Audit management
• Risk assessment and mitigation
• Data analysis and reporting
• Communication and training skills
• Project management
• Organizational effectiveness

Key Performance Indicators (KPIs)

• Driver Qualification File compliance rate of 100%
• Timely completion of annual MVR reviews
• DOT audit readiness and successful audit outcomes
• Reduction in corrective action findings
• Drug and alcohol testing compliance rate
• Driver credential expiration compliance