Senior Specialist, DOT Compliance (West Division)

PURPOSE

The Senior Specialist, DOT Compliance plays a crucial role in ensuring compliance with Department of Transportation (DOT) regulations and maintaining high standards of safety within the organization. This position involves overseeing various aspects of DOT compliance, including driver qualification file management oversight, reporting, managing DOT drug/alcohol testing compliance, data management of roadside inspection results, and conducting audits. This role will be responsible for ensuring that all policies and procedures are implemented and well-documented and perform internal reviews to identify compliance problems.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Oversee the management of driver qualification (DQ) files to ensure compliance with DOT regulations in partnership with our third party vendor.

• Generate reports on DQ compliance, drug/alcohol testing, hours of service (HOS) and other DOT related data to ensure regulatory requirements are met and submit to regulatory agencies as required.

• Manage and monitor DOT testing compliance for all drivers, including drug and alcohol testing and ensure timely completion of required tests.

• Ensure DOT drug/alcohol program is compliant with regulations including pre-employment drug screens, random drug screens, return-to-duty drug screens, post-accident drug screens.

• Oversee the organization, submission, and retention of all required DOT regulatory paperwork.

• Maintain daily communication of roadside inspection results and address any compliance issues promptly.

• Provide biweekly CSA (Compliance, Safety, Accountability) reports to management.

• Coordinate, schedule and facilitate ongoing training sessions as needed.

• Provide weekly communications on CSA basics and trends to relevant stakeholders.

• Prepare monthly reports on CSA trends and performance metrics.

• Oversee driver roster data and ensure accuracy of driver information in compliance systems.

• Conduct training calls for BFS staff to ensure understanding of DQ file management, DOT regulations and compliance requirements.

• Respond to previous employer safety history checks.

• Handle DataQs review and submissions.

• Lead/facilitate regular audits, assessments of DOT compliance records and processes to identify areas for improvement and ensure adherence to regulations.

• Collaborate with and support field representatives, drivers and other BFS team members on regulatory compliance program requirements and adherence.

• Process billing related to DOT compliance services, ensuring accuracy and timely payment.

• Other duties as assigned by supervisor.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

MINIMUM REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• High School diploma or GED; Bachelor's preferred

• Minimum three (3) years of experience in DOT compliance or related field.

• Experience with Driver Qualification(DQ) file management, reporting, and auditing processes.

• Familiarity with CSA and safety management systems.

• Or equivalent combination of education and experience.

COMPETENCIES

• Experience and knowledge of DOT rules and regulations preferred.

• Must have strong interpersonal, verbal, and written communication skills.

• Advanced computer skills with proficiency and working knowledge in Microsoft Office.

• Capability to handle multiple tasks and work well under pressure to meet deadlines.

• Ability to manage multiple projects, establish priorities, and accomplish goals and objectives.

• Ability to work and think independently, possessing sound problem-solving and analytical skills.

• Able to utilize latitude given within job parameters to make independent decisions.

• Ability to build positive working relationships with internal and external customers/vendors.

BFS COMPETENCIES

• Business

• Demonstrates functional and/or technical expertise.

• Understands complex issues and demonstrates problem solving skills.

• Understands how to maximize business results regardless of industry cycle.

• Results Driven

• Holds self and others accountable.

• Communicates and sets clear goals with plans to deliver.

• Manages competing priorities effectively.

• Demonstrates appropriate urgency.

• Drives to exceed expectations in alignment with our BFS SPICE values.

• Embraces and follows best practices.

• Demonstrates self-starter, can-do attitude.

• Strategic Thinking and Decision Making

• Leverages resources and teams around them to solve problems and create mutually beneficial outcomes.

• Demonstrates willingness and courage to make tough decisions in a timely manner.

• Balances short-and-long term priorities

• Demonstrates proactive versus reactive thinking.

• Asks questions to identify root cause and analyze situations more accurately.

• Servant Leadership

• Demonstrates humility by putting others first.

• Builds trust-based relationships.

• Leads by example with kindness and respect.

• Collaborates well across all areas of the business.

• Advocates for others

• Actively listens to understand the meaning and intent of what the other person is communicating.

• Demonstrates authenticity and encourages others to do the same.

• Emotional Intelligence

• Demonstrates situational awareness - knows when and how to adjust leadership style in different situations.

• Demonstrates self-awareness - understands strengths and weaknesses.

• Demonstrates empathy - puts themselves in other's shoes.

• Assumes positive intent.

• Develops and Leads Others

• Drives alignment through clear communication of vision, goals, and expectations.

• Invests time on a regular basis in performance feedback and developmental conversations.

• Fosters a respectful and inclusive environment.

• Empowers, motivates, and inspires others.

• Coaches and mentor others for their development.

• Guides and persuades others to deliver positive outcomes.

• Growth Mindset

• Demonstrates a growth mindset; takes appropriate risks, fails fast and forward, learns from mistakes.

• Perseveres and champions growth, even in the face of resistance, ambiguity, or possible failure.

• Thinks like an owner with an entrepreneurial spirit.

• Demonstrates and encourages intellectual curiosity.

• Continuous learner; seeks opportunities and knowledge for personal and professional growth.

• Sees possibilities over problems - actively seeks solutions.

• Innovation

• Encourages out-of-the box thinking to create new ways of doing things.

• Continuously seeks to improve and simplify pain points in the business.

• Anticipates, embraces, and leads change.

• Develops and executes breakthrough strategies.

• Integrity

• Does the right thing even under challenging circumstances?

• Communicates with honesty.

• Consistently treats others fairly and equitably.

• Demonstrates reliability and does what they say they will do.

• Conducts tough conversations and delivers difficult messages with kindness and respect.

WORK ENVIRONMENT / PHYSICAL ACTIVITY

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is in an office setting and generally sedentary with physical effort associated with using a computer, but may involve walking or standing for brief periods of time.

• May be required to occasionally lift, carry, push, pull, or otherwise move objects up to 25 pounds.

• Occasional travel may be required.

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