Archived listing. The details below describe a past opening.
Core Administrative Duties
- Answering phones, managing email, and routing inquiries
- Scheduling and calendar management for owners/managers
- Filing and organizing paper and digital records
- Ordering office supplies and equipment
- Managing office correspondence (mail, packages, certified letters)
- Data entry and maintaining company databases/CRM
- Greeting visitors, students, or clients
- Maintaining office equipment (printers, copiers, phone systems)
- Preparing reports and spreadsheets for leadership
Financial & Bookkeeping
- Processing accounts payable/receivable
- Invoicing customers or students
- Coordinating and processing ACH payments and bank deposits
- Reconciling bank statements
- Payroll processing or coordinating with a payroll service
- Tracking expenses and receipts
- Preparing documents for the accountant/CPA at tax time
- Managing petty cash
- Following up on past-due invoices/collections
HR & Personnel
- Maintaining employee/driver personnel files
- Onboarding new hires (paperwork, I-9s, W-4s)
- Tracking PTO, sick time, and attendance
- Coordinating benefits enrollment (if offered)
- Maintaining job descriptions and posting openings
- Scheduling interviews
- Ensuring compliance with labor law postings and recordkeeping
- Coordinating drug/alcohol testing programs (DOT-required for trucking; often required for CDL training)
Compliance & Regulatory (Trucking-specific)
- Maintaining DOT/FMCSA compliance files for drivers (medical cards, MVRs, CDL copies)
- Tracking driver qualification files (DQFs)
- Managing IFTA fuel tax reporting
- Coordinating IRP (International Registration Plan) renewals
- Tracking vehicle registrations, permits, and insurance
- Scheduling DOT inspections and maintaining inspection/maintenance records
- Managing ELD (electronic logging device) compliance and hours-of-service records
- Coordinating drug and alcohol testing consortium enrollment (random testing pools)
- Maintaining accident/incident reports
- Renewing operating authority (MC numbers), UCR registration
- Managing workers' comp claims and reporting
Dispatch/Operations Support (Trucking-specific)
- Coordinating load scheduling with dispatchers/drivers
- Tracking loads, tickets, and delivery confirmations
- Processing bills of lading and delivery paperwork
- Communicating with customers about pickup/delivery status
- Fuel card management and fuel purchase tracking
- Coordinating equipment maintenance/repair scheduling
- Tracking permits for oversize/overweight loads (if applicable)
Compliance & Regulatory (CDL Training-specific)
- Maintaining student training files per FMCSA Entry-Level Driver Training (ELDT) requirements
- Reporting student completions to the FMCSA Training Provider Registry (TPR)
- Ensuring instructor credentials and certifications are current
- Maintaining vehicle/equipment records used for training (inspection, insurance)
- Tracking state licensing board compliance for the training school itself
- Managing curriculum documentation and required training hour logs
- Coordinating with state DMV for student CDL permit/testing scheduling
Student/Customer-Facing (CDL Training-specific)
- Managing student enrollment and registration
- Processing tuition payments and payment plans
- Coordinating financial aid or funding sources (WIOA, veterans' benefits, employer sponsorships) if applicable
- Scheduling classroom and behind-the-wheel training sessions
- Tracking student attendance and progress
- Issuing certificates of completion
- Coordinating job placement assistance/employer partnerships
- Handling student inquiries and complaints
Manager-Level Duties (typically Office Manager, not Administrator)
- Supervising administrative/support staff
- Developing and enfo cing office policies and procedures
- Budget oversight and financial reporting to ownership
- Vendor and contract negotiation
- Overseeing compliance programs rather than just filing paperwork
- Strategic scheduling/capacity planning
- Handling escalated customer or employee issues
- Liaising directly with regulatory agencies (FMCSA, DOT, state DMV)
- Insurance policy management and renewals
- IT/software system oversight (choosing and managing platforms)
Must have a High School Diploma as well as knowledge of Google Doc and Google Spreadsheet and Quickbooks.
Rawlins Workforce Services Center has applications available.