Administrative Assistant for Safety Department Position Available In Salem, New Jersey

Administrative Assistant for Safety Department 3.8 3.8 out of 5 stars Woodstown, NJ 08098

Job Title:

Administrative Assistant for Safety department

Work Location:

Woodstown, NJ Job Summary:

Assists in compliance related documents and files up to date and keeps them audit ready. This includes organizing and maintaining accurate records for each employee, including federal, state and local permits and compliance documents, as well as all related hiring, training, disciplinary action and/or termination documents for drivers. Key Accountabilities (Essential Functions): Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 1. Coordinates and maintains records for the entire fleet of new and existing truck and trailers for all international, federal, state, and local regulatory permits, licenses, registration and title requirements. 2. Ensures timely renewals so no license, registration and / or permit lapses and/or expires. 3. Coordinates, maintains, and creates monthly /quarterly/annual reports as required by international, federal, state and local regulatory authorities and files accordingly. 4. Maintains Driver’s qualification files throughout the Driver tenure including background checks, pre-hire paperwork, physical and drug screening information, performance evaluations, disciplinary action documentation. 5. Organizes and maintains Federal Motor Carrier Safety Administrative (FMCSA) compliant driver documents and files for all drivers. 6. Coordinates all drivers re-certification physicals and updates driver physical information in our data base and FMCSA files, as required and/ or needed. 7. Advises and provides direction to all drivers to ensure timely renewal and re-certification on all required credentials such as CDL license, hazmat endorsement, TWIC, fingerprints/background clearance, passport, and customer training classes. 8. Obtains copies of all updated driver credentials for the driver’s files and update the database with new credential and expiration date. 9. Coordinates all random drug and alcohol testing on drivers with the operations team. 10. Manages driver uniform program, such as ordering and distributing new uniform to all driver and handling any replacement uniforms needs of drivers. The key accountabilities listed in this description represent the essential tasks of the position, but are not all inclusive. The scope of tasks performed may vary regularly or occasionally, based on changing business requirements, varying staffing levels, other factors. Additional related tasks and miscellaneous duties may be assigned to this position by supervisory personnel as appropriate or necessary.

Assigned Work Region:

Physical presence in assigned workplace or remote work if approved.

Primary duties include office and non-manual work. Work in a close-quartered, high-volume phone environment, open to group meetings, classes, etc.

General Requirements:

Education:

High School or equivalent, plus 3-5 years of administrative experience.

Skills:

Strong Communication skills. Strong interpersonal skills such as confidentiality, organization skills with a high degree of accuracy, attention to detail, team mentality and cooperation. Ability to work independently, organize and set priorities, and handle multiple tasks in a fast-paced environment. Strong PC desktop computer skills, including Microsoft applications with moderate to advanced experience in MS Excel.

Knowledge:

Previous knowledge in trucking and or transportation industry. Knowledge of various compliance with Department of Transportation (DOT) and Federal Motor Carrier Safety Administration (FMCSA) as it pertains to over the road transportation.

Experience:

Experience working with vehicle / truck permitting and some knowledge of federal / state environmental regulation, a plus.

Scope of Responsibility:

Follows established procedures and policies, but may use some discretion in identifying, researching, and resolving problems. May prioritize tasks and time, with direction of supervisor. Errors have some impact on organizations financial performance.

Internal/External Contacts:

Has frequent internal and external contact, generally to respond to questions or obtain information of a routine nature.

PHYSICAL ABILITIES REQUIRED

Sitting-Constantly Standing-Occasionally Walking-Occasionally Lifting-None Carrying-Seldom Pushing/Pulling-Seldom Climbing-None Twisting-Seldom Reaching-Occasionally Handling-Occasionally Rotation-Occasionally Manual Dexterity-Constantly Use of Video Display Terminal-Constantly Use of Telephone-Constantly Verbal Communication-Constantly Ability to Travel-Some travel may be required

EOE/M/F/D/V

Job Type:

Full-time Pay:

$20.00 – $25.00 per hour Expected hours: 40 per week

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid time off Vision insurance

Schedule:

8 hour shift

Work Location:

In person