Safety Assistant

Job Summary:
The Safety Assistant supports the Safety Department in maintaining compliance with company policies, DOT/FMCSA regulations, and industry best practices. This role involves managing regulatory documentation, monitoring driver compliance, assisting with audits, and ensuring all required records are up to date.

Key Responsibilities:
Driver Hiring & Termination

• Verify and process Driver Qualification (DQ) files, including background checks, MVR reports, and medical certifications.
• Ensure all hiring paperwork and compliance documentation are completed before onboarding.
• Assist in conducting a safety training sessions.
• Maintain records and documentation related to driver terminations, ensuring compliance with company policies and DOT regulations.

Regulatory & Compliance Management

• Annual Driver MVR & Clearinghouse: Conduct annual MVR (Motor Vehicle Record) checks and ensure compliance with the FMCSA Drug & Alcohol Clearinghouse regulations.
• UCR (Unified Carrier Registration): Ensure the company’s UCR registration is up to date and compliant with FMCSA regulations.
• MCS-150: File and update the MCS-150 form as required for FMCSA compliance.
• IRP Account Management: Maintain and update International Registration Plan (IRP) records, ensuring timely renewals and compliance.
• 2290 Files: Track and manage Heavy Vehicle Use Tax (HVUT) 2290 filings, ensuring all vehicles are properly documented.
• Equipment Files: Maintain equipment registrations and inspection records, ensuring compliance with DOT/FMCSA regulations.
• Driver Qualification (DQ) Files: Organize and update DQ files, including medical certificates, MVR checks, licenses, and required driver documents.

Safety Monitoring & Compliance

• Monitor driver harsh events (harsh braking, acceleration, and cornering) and take necessary actions to prevent future incidents.
• Monitor driver speeding events and ensure compliance with company policies and road regulations.
• Assist in monitoring CSA scores and identifying areas for improvement.
• Monitor and report speeding violations, overweight violations, and range road violations.
• Assist monitor the driver's Commercial Driver's License (CDL).

Incident & Claims Management

• Collect data related to accidents, violations, and safety incidents.
• Maintain records of safety investigations and assist in preparing reports.
• Assisting on Following up with drivers on corrective actions as needed.

Training & Driver Support

• Assist the Safety Manager in conducting safety training for drivers.
• Ensure drivers are informed about company policies, new regulations, and compliance requirements.

Administrative & Documentation Duties

• Maintain accurate and organized records for all safety-related files.
• Update and input data in McLeod, Samsara, and other safety management systems.
• Ensure all documents and reports are submitted on time.

Qualifications & Skills:

• Experience in transportation safety, compliance, or administrative support (preferred).
• Familiarity with DOT/FMCSA regulations, IRP, 2290, DQ files, MVR, Clearinghouse, UCR, and MCS-150.
• Experience with driver screening, and onboarding processes (preferred).
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and safety management software (e.g., McLeod, Samsara).
• Ability to handle sensitive information with confidentiality.
• Strong communication skills and ability to work independently.

Work Environment:

• Office-based role.
• Standard business hours, with flexibility required during audits or safety investigations.