Safety Specialist

SAFETY SPECIALIST --- DOT Driver Processing & Onboarding (Full-Time, Multi-Site Support) Department Fleet Services Reports To Director, Transportation (Fleet Services) Position Summary The DOT Driver Processing and Onboarding Coordinator oversees end-to-end driver processing, onboarding, and regulatory compliance in support of transportation operations. This role helps ensure adherence to DOT, FMCSA, and company safety standards while maintaining audit-ready records, reducing risk, and supporting operational readiness. The coordinator also serves as a subject matter resource for driver qualification and compliance. Through strong regulatory knowledge, analytical review, and disciplined process execution, this role promotes accuracy, timeliness, and consistency across driver records and related systems. Key Responsibilities Driver Qualification & Onboarding Oversee the full driver onboarding process, from application review through qualification and activation Perform and verify all required driver qualifications and onboarding steps, including: Company Hiring Criteria: Confirm that the driver meets all company hiring requirements before moving forward in the onboarding process. Drug & Alcohol Screening: Verified negative pre-employment drug test before any safety-sensitive work o License & Driving Record Review: MVRs from each state of licensure for the past three years o Additional Screening: PSP review, if required by company policy Criminal background check, if required by policy or customer requirements Employment & Safety History: Previous employer and DOT-regulated safety performance history inquiries for the past three years, including required drug and alcohol history Clearinghouse Review: Full pre-employment FMCSA Clearinghouse query with documented consent o CDL & Qualification Verification: Valid CDL status, endorsements, restrictions, and assigned equipment eligibility Road test certificate or equivalent qualification documentation, as applicable Medical Qualification: Verify pre-employment physical meets medical certification requirements and any required variance or exemption documentation. Training Verification: Entry-level driver training (ELDT), when applicable Execute FMCSA Clearinghouse queries and document compliance determinations Assess driver eligibility against regulatory requirements, including English proficiency standards Coordinate and track medical certifications and pre-employment physicals Maintain accurate onboarding workflows in systems such as TenStreet Regulatory Compliance & Audit Readiness Regulatory compliance: Maintain compliance with DOT, FMCSA, and company safety requirements. Testing program administration: Administer and track random drug and alcohol testing programs. DQF maintenance: Maintain driver qualification files (DQFs) in audit-ready condition. Gap monitoring: Monitor compliance status and proactively identify gaps, deficiencies, or expiring requirements. Audit support: Support internal and external audits by preparing documentation and responding to requests. Regulatory reporting and documentation: Assist with required regulatory reporting and maintain supporting compliance documentation. Systems & Data Management System data management: Maintain accurate driver data across key operational systems, including Samsara, TMW, Infinity, and Tenstreet. Profile setup and maintenance: Complete driver profile setup, updates, and record validation to support accurate system maintenance. Data integrity and traceability: Ensure data integrity, consistency, and traceability across all platforms. Hours of Service compliance: Review and validate Hours of Service (HOS) logs for regulatory compliance. Workflow improvement: Identify process inefficiencies and recommend improvements to systems and workflows. Driver Monitoring & Compliance Support Performance and trend monitoring: Monitor driver performance and compliance trends, including HOS violations and telematics-related events. Record review and escalation: Conduct periodic reviews of driver records and escalate non-compliance issues as needed. Corrective action support: Provide administrative support for corrective action tracking, documentation, and follow-up activities. Cross-functional partnership: Partner with operations and safety teams to support driver readiness and ongoing adherence to established standards. Administrative & Operational Support Documentation and reporting: Maintain organized records, reporting tools, and tracking systems that support operational accuracy and consistency. Coordination and communication: Coordinate scheduling, communications, and follow-up with drivers and internal stakeholders. Onboarding support: Support onboarding logistics, coordinate training activities, and manage post-hire processing tasks. Process improvement: Contribute to continuous improvements in compliance workflows and documentation practices. Safety & Inspection Oversight Inspection records and follow-up: Maintain complete and accurate driver inspection records, and support all required documentation, record retention, and compliance follow-up activities. Safety risk identification: Help identify safety risks and support the development of corrective action recommendations. Accident documentation management: For any accident, ensure all related records—including dashcam footage, logs, reports, statements, and photographs—are collected, retained, and properly filed in accordance with company and regulatory requirements. Qualifications Required Education: High school diploma or equivalent. Relevant experience: 3–5 years of experience in transportation compliance, driver processing, or related administrative operations. Regulatory knowledge : Working knowledge of DOT and FMCSA regulations and compliance requirements. Process management experience: Experience managing driver qualification, onboarding, or credentialing processes. Preferred Industry experience: Experience working in a 3PL, transportation, or logistics environment. Systems knowledge: Familiarity with transportation platforms such as Samsara, TMW, TenStreet, or similar systems. Compliance program exposure: Background in safety and compliance programs. Core Competencies Compliance & Accuracy: Strong knowledge of regulatory compliance requirements and a high level of attention to detail Organization & Process Management: Ability to manage multiple workflows efficiently with accuracy and timeliness Analytical Thinking: Sound data analysis, problem-solving, and issue-resolution skills Communication & Collaboration: Effective written and verbal communication with strong cross-functional partnership skills Professional Judgment: High integrity and discretion when handling confidential or sensitive information T echnical Proficiency : Proficiency in Microsoft Office applications, including Excel, Outlook, and Word Work Environment Work arrangement: Operates in a hybrid or remote environment based on business needs. Collaboration expectations: Requires frequent coordination with drivers, operations teams, and safety partners. Operating pace: Functions in a fast-paced, process-driven environment that demands timely and accurate execution. Key Performance Indicators (KPIs) File accuracy and audit readiness: Maintain complete, accurate, and audit-ready driver qualification files. Onboarding timeliness: Ensure driver onboarding and processing activities are completed on schedule. Compliance risk reduction: Reduce regulatory violations, compliance gaps, and processing errors. Data integrity across systems: Maintain consistent, complete, and accurate driver data across all systems. Workforce readiness and compliance: Support an operationally ready driver workforce that meets compliance requirements.