Safety Clerk

Staff Solve

Houston, TX

Full-Time

Job Description

Safety Clerk

JOB DESCRIPTION SUMMARY

The basic function of the Safety Clerk is to work with employees to ensure compliance with all local and federal state laws and regulations along with company policies. Coordinates the preparation and completion of regulatory and compliance documents. Responsible for pre-hire, post-accident drug/alcohol testing and re-training. Build and maintain Driver Qualification files. Monitor CSA BASICs scores. Responsible for driver training and skill assessment to include on-boarding training and orientation, remedial training, and maintaining compliance with DOT and FMCSA.

REQUIREMENTS

Experience:

Requires a High School Diploma or equivalent. (with business classes preferred)

At least (1-3) years’ experience in the Transportation, Freight, Supply Chain and/or Logistics Industry

At least (1-3) years’ experience in a Safety role (DOT Safety experience preferred)

At least 3 years’ experience with MS Office applications; Excel, Outlook, PowerPoint, and Word. (Experience must include computer skills, word processing and spreadsheet knowledge)

Required Skills / Abilities:

Must be able to effectively communicate, in English, both verbally and in writing.
Excellent interpersonal, teamwork and customer service skills.
Must have excellent time management skills.
Must have excellent organizational skills.
Must be highly detail oriented.
Ability to work independently or in a team setting.
Must have advanced computer skills.
Must be available and willing to work Monday through Friday, 8am to 5pm.
Dependable – attendance, being on time as well as being at work as expected is very important.

ESSENTIAL FUNCTIONS

Follows and complies with all policies, procedures, guidelines, rules, and regulations.
Follow Customer Service Standards for Excellence. Each employee has the responsibility of representing the company to its customers in a way that reflects the image and reputation of a world-class customer service organization.
As directed, in an accurate and in a timely manner, complete all work assignments and make the most effective use of their time and talent.
Complete and oversee a variety of safety and administrative duties such as data entry, recordkeeping, and communication activities.
Utilize the company communication systems, (telephone, fax, email, and the delivery of all messages/information), utilize the company and department policies, and procedures, and meet specific objectives or as directed by the Supervisor.
Successfully completes training and cross-training with other department personnel as directed by the Supervisor.
Ensures that documented standards for routine office and safety procedures and/or systems are being followed.
Meet all requirements needed to perform the essential functions, duties, and responsibilities of the position, to include physical requirements.
Must have the skills and knowledge to keep all lines of communication open within the office. Ability to work with team members that have exact time deadlines and require end-of-the-month results under a heavy workload. Must possess knowledge of various filing systems.

DUTIES AND TASKS

Process applications for all terminals.
Perform MVR/Criminal background check on drivers.
Send approval for drug test.
Verify previous employment of drivers.
Treat owner/operators in a courteous, professional manner to ensure driver retention.
Establish and maintain DOT files for drivers, Unit Files for owners and maintenance files for truck/owner. Update maintenance when turned in. File all paperwork in an appropriate file.
Sort, file, and process weekly paperwork from branches.
Prepare paperwork for drivers to sign and email to branches after drug screen is returned with negative results.
After the driver has signed all the paperwork, provide binder with signs, IFTA, books, lock, camera and accident kit.
Order certificates of liability and IRP miles for drivers.
Update HAZMAT tests in computer and files; update HAZMAT list for all branches.
Back up duties for senior safety clerk.
Maintains cooperative and positive working relationships with customers, coworkers, vendors, and the business community.
Monitor and assist in enforcement of DOT and FMCSA regulations to ensure compliance.
Driver Qualifications – Medical Cards/Physicals, CDL, Annual Driving Records
Driver Training – DOT regulations, (all areas required for our industry)
Driver Records – Processing employment applications, DOT required documents, company policies, CSA, MVR, criminal background, PEV.
Conduct daily audits of drivers to ensure compliance and productivity through a fleet management and tracking software system.
Administer random drug screens and expiration list processes including driver’s license and medical card renewal.
May assist in the implementation and monitoring of compliance controls, compliance procedures and operational processes.
Logs - Rapid Log - Scan/ Validate/ File
Maintain only 6 months of logs
Trip Sheets - Collecting and sending
Monitor receipt of required paperwork from terminals
Return Trip Sheets to offices - via scanning
Keeping original trip in file by office until completed
Report from Lee Trans - Gaps in odometers
Carrier Web - Monitor logs and driver hours - Verify all driver in system - Monthly
Approve Invoices- Lee Trans/ Fleetscreen / TransGuard / PSP / Comdata
Maintenance Files - Annual/ Quarterly/ Monthly
Use spreadsheet for monthly/ Use web application for annual/ quarterly
Keep separate files for truck and trailer
Inspection Stations - Keep current list
Inspects trucks at Houston terminal
Prepass - Issues and turns in Prepasses - Approves invoice
Citations/ Tickets- Pays all overweight citations/ verifies billed and/or deducted
Comdata Permits - Pulls permits for drivers/ keep records of billing
Expiring documents related to maintenance - Notify offices via email and follow up
Roadside Inspections- Handle completely, including disciplinary actions
Send disciplinary actions to offices, keeping copy in file by office until completed
Report to Safety Director weekly of all roadside inspections
CSA Management - Enter all, including good inspections- Reconcile monthly
Fleet Mentor - All Training
Discipline Files- Handle all disciplinary actions and update discipline files
Haz Mat Training
Yard Parking - Monthly
Leasing on trucks
Drivers files - DOT/ DQ file - Medical/ Lease file
Tri Star Web - Enter all new drivers
Maintenance Reserve - Offer when signing on
Advantage Trucks - Leasing on
Equipment List
Security Training when signing on
Insurance Update - Changes, sign-ons and deletions
Alcohol Reports - Texas and New Mexico - Monthly
Staff Meeting Report - Must be done Friday before leaving - Weekly
Deduction sheet for Beverly for new drivers/ changes
Process Truck changes
Complete and perform any other duties and responsibilities as assigned.