Safety & Compliance Specialist

Published March 20th, 2024

 

Job Description
Safety & Compliance Specialist

REPORTS TOSafety & Compliance Manager                      FLSA Non-Exempt

SUMMARY:  A Safety and Compliance Specialist is an integral part of an organization’s safety and regulatory compliance efforts. In this role, the Specialist assists in the development, implementation, and maintenance of safety programs to ensure a secure and compliant work environment. Responsibilities typically include conducting routine safety inspections and supporting the execution of safety training programs for employees. The Safety and Compliance Specialist works closely with experienced professionals to learn and understand relevant safety regulations and industry standards. They contribute to the documentation and maintenance of safety records, assist in the preparation of reports, and may participate in incident investigations. This role is an excellent entry point for individuals looking to build a career in safety and compliance, as it provides hands-on experience and exposure to foundational aspects of workplace safety.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
The essential functions for the role of Safety and Compliance Specialist include:

  1. Fluent ELD (Electronic Logs) Support:
    • Perform daily audits of electronic logs.
    • Report daily Hours of Service (HOS) reports and violations.
    • Execute and process reports for daily, weekly, or monthly summaries.
    • Recommend and follow through on corrective actions related to ELD compliance.
  2. Safety Score Management:
    • Follow safety scores and collaborate with the Safety & Compliance team.
    • Work towards reducing occurrences of violations and preventing out-of-service incidents.
  3. Control Substance & Alcohol Policy:
    • Support and maintain the Control Substance & Alcohol policy in accordance with CFR 49 DOT compliance requirements.
  4. Roadside Inspection Tracking:
    • Track roadside inspections, violations, and citations, including CSA points imposed per inspection by severity.
  5. Regulatory Compliance:
    • Stay current on all FMCSA/DOT rules and regulations.
  6. Driver Qualification:
    • Maintain and update Driver Qualification folders with up-to-date credentials and regulated documentation.
  7. MVR Review:
    • Run and review annual Motor Vehicle Records (MVR) and compare them to drivers’ employment history.
  8. File Maintenance:
    • Ensure all DOT-regulated files are current, well-maintained, and stored properly at all times (employee files, drug screens, MVR, etc.).
  9. Tracking System Maintenance:
    • Maintain a tracking system for drivers, including DOT compliance, damage records, and incident/accident reports.
  10. Regulatory Changes and Promotion:
    • Promote changes in Safety and DOT regulations and policies within the organization.
  11. Identification of Improvement Areas:
    • Identify and provide suggestions for areas of improvement within safety and compliance processes.
  12. Team Support:
    • Provide support to the Safety & Compliance team.
  13. Statistics Reporting:
    • Contribute to the statistical reporting by updating identified trends and violations.

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Key Performance Indicators
 

  1. Should have a working knowledge of FMCSA rules and regulations and continually monitor for updates.
  2. Full understanding of all processes and the impacts if not followed through correctly.
  3. Respectfully communicate and explain changes to drivers and/or staff
  4. Identify repeat offenders with facts to support their offences, on a monthly bases or sooner when applicable for corrective action.
  5. Identify top performer with facts to support their performance, on a month bases for recognition.
  6. Monthly reporting based on the Essential duties mentioned above.
  7. Keep direct and open communication with department manager.

 

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
 

  1. Prefer a minimum two years’ experience working in a Safety or auto transportation capacity.
  2. Knowledge of FMCSA/DOT rules and regulations.
  3. Proficient in Microsoft programs.
  4. Knowledge of Samsara a plus.
  5. Knowledge of the Canadian border process a plus (example ACI, ACE, FAST)
  6. Ability to rapidly analyze issues, establish priorities, anticipate consequences, make recommendations in the business interest of the company.
  7. Comfortable working in a high-stress environment and ability to stay calm under pressure.
  8. Ability to multi-task between all duties in the best interest of the department.
  9. Strong interpersonal skills to develop and maintain positive relationships with staff.
  10. Work occasionally requires a high level of mental effort and strain when performing essential duties.  Must be able to perform the essential duties of the position with time constraints, interruptions, and stressed staff.
  11. Work may require more than 40 hours per week.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

While performing the duties of this job, the employee is required to sit for most of his/her job duties.  There is the need to frequently walk including climbing stairs.  There will be a moderate amount of standing, stooping, kneeling, bending, lifting and reaching for some of his/her job duties.

Visual requirements include reading off a computer screen as well as printed materials.  A high degree of dexterity is required due to frequent use of a telephone console.

Verbal and auditory requirements include the ability to communicate clearly over the telephone as well as in person.

There is a moderate level of grasping, lifting, pushing and/or pulling of objects of less than 25 lbs.

This Job Description is intended to describe the general content of and requirements for the performance of this position.  The omission of specific statements of duties does not exclude them for the position if the work is similar, related or a reasonable requirement of the position.  Additional duties may be assigned, and requirements may vary from time to time.
 

 

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