DOT Manager

POSITION SUMMARY

The DOT Manager is responsible for ensuring company-wide compliance with all applicable U.S. Department of Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA), and related regulatory requirements. The position oversees driver qualification programs, DOT drug and alcohol testing compliance, CDL training and credential management, regulatory recordkeeping, audits, and reporting. The DOT Manager works closely with operations, fleet, safety, human resources, and leadership to maintain compliance and support safe and efficient business operations.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. 

ESSENTIAL FUNCTIONS

Driver Qualification & Credential Management

• Review driver applicant qualification documents for completeness and compliance.
• Request and review Motor Vehicle Records (MVRs), background checks, and related screening documentation.
• Maintain Driver Qualification Files (DQFs) and medical certification records.
• Track CDL licenses, medical certificates, endorsements, and renewal requirements.
• Coordinate and assist with scheduling DOT physical examinations and credential renewals.

DOT Drug and Alcohol Compliance

• Coordinate DOT-required drug and alcohol testing, including pre-employment, random, return-to-duty, and follow-up testing.
• Record and track testing results in the established compliance system.
• Serve as the Designated Employer Representative (DER) and support the Substance Abuse Professional process, including return-to-duty and follow-up testing requirements.
• Receive and distribute random testing lists from the third-party consortium.

Regulatory Compliance and Recordkeeping

• Conduct driver reviews, including MVR checks and FMCSA Drug and Alcohol Clearinghouse queries.
• Perform Safety Performance History checks and respond to Safety Performance History Records Requests for terminated drivers.
• Audit and maintain training records, including Entry-Level Driver Training, road-test records, and vehicle inspection documentation.
• Conduct internal audits and maintain records supporting compliance with FMCSA requirements.
• Submit MCS-150 updates every two years or as otherwise required.

CDL School Coordination

• Act as the primary contact for CDL school operations, including scheduling, communication, and enrollment.
• Coordinate CDL school instructors and examiners and maintain program records for compliance.
• Conduct self-audits of CDL school records and related documentation.

Communication and Reporting

• Prepare, submit, and track prohibited or borderline driver-status communications to appropriate business units.
• Maintain tracking for intrastate drivers, medical downgrades, and driver qualification restrictions.
• Inform management of compliance issues or concerns related to driver qualification status.
• Respond to DOT inspections involving drivers or vehicles and provide requested records.

Administrative Support

• Code applicable business-unit invoices.
• Maintain terminated-driver files in accordance with company retention requirements.
• Assist with annual and special hauling permits through applicable state and agency portals.
• Manage driver qualification, medical, and compliance records securely and confidentially.
• Perform other related duties as assigned.

POSITION QUALIFICATIONS 

• Minimum of two to three years of experience in DOT compliance, safety, transportation administration, or a related field.
• Working knowledge of FMCSA driver qualification and compliance requirements.
• Experience administering DOT drug and alcohol testing requirements preferred.
• Effective written and verbal communication skills.
• Proficiency with Microsoft Office and compliance management software.

Competency Statements

• Regulatory knowledge and the ability to apply requirements consistently.
• Strong attention to detail and accurate recordkeeping.
• Organization, prioritization, and time-management skills.
• Sound judgment and the ability to communicate compliance concerns appropriately.
• Discretion when handling confidential driver, medical, and testing information.
• Ability to collaborate across operations, fleet, safety, human resources, and leadership.

Education:

• High school diploma or equivalent required. Associate or bachelor’s degree in business, transportation, safety, or a related field preferred.

Computer Skills:

• Proficiency with Microsoft Word, Excel, Outlook, compliance management software, and electronic recordkeeping systems.

Certificates & Licenses

• Valid driver’s license required.
• DOT compliance or Designated Employer Representative training preferred.
• Other job-related credentials may be required based on assigned responsibilities.

Other Requirements

• Maintain the confidentiality and security of driver qualification, medical, testing, and compliance records.
• Travel to company locations, training sites, or field operations as required.
• Work outside normal business hours when operational or regulatory needs require.

PHYSICAL DEMANDS

• The position primarily involves office-based work with frequent computer use, sitting, standing, walking, and communication. Occasional travel to company, training, or field locations may be required. The employee may occasionally lift or move materials weighing up to 25 pounds.

Chain Electric Company is an Equal Opportunity Employer. All applicants are considered for employment without regard to race, color, sex, age (40 and above), religion, sexual orientation, gender identity, national origin, disability, protected veteran status or any other protected status where otherwise qualified.