Program Coordinator II - Truck Permit Office

Position Summary

Incumbents of positions in this series coordinate, monitor and review permit issuance activities for trucks and trailers validating compliance with state and federal laws, regulations and DOT policy.  Review and analyze state laws and regulations related to truck weights and dimensions in order to create and execute truck permit applications, collect fees and issue overweight permits.  Confidently process applications, issue relevant permits and collect fees.  Review and analyze each permit application, in a timely manner, for correct routing to avoid construction. Review and analyze truck ratings and their relationship to appropriate permitted weight(s) and reducible load applications for authenticity of manufacturer’s certification as required by law.

Duties and Responsibilities

• Coordinate, review, and monitor truck and trailer permitting activities, including the issuance of Oversize/Overweight (OS/OW) and over-dimensional permits, to ensure safe and successful operations and compliance with Massachusetts Motor Vehicle and Traffic Laws, applicable federal Department of Transportation (DOT) laws and regulations, MassDOT policies, and Truck Permit Office procedures.
• Accurately review, analyze, process, and issue OS/OW trip permit applications in a timely manner. Evaluate proposed routes to identify and avoid construction, roadway closures, bridge and roadway restrictions, length/width/height limitations, weight restrictions, and applicable date and time-of-travel restrictions.
• Interpret and apply state and federal laws, regulations, policies, and procedures governing commercial vehicle weights and dimensions in order to review permit applications, determine eligibility and appropriate permit requirements, assess applicable fees, and issue overweight and over-dimensional permits.
• Review and analyze vehicle and truck ratings, including manufacturer Gross Vehicle Weight Ratings (GVWR) and other applicable specifications, to determine appropriate permitted weights and ensure compliance with applicable requirements.
• Review and analyze individual permit applications for completeness, accuracy, vehicle configuration, dimensions, weight, proposed routing, and applicable restrictions prior to permit issuance.
• Review proposed routes and coordinate routing requirements to ensure permitted vehicles avoid construction, roadway restrictions, closures, infrastructure limitations, and other conditions that may affect the safe movement of oversize or overweight loads.
• Review and analyze reducible-load permit applications to verify the authenticity and adequacy of manufacturers' certifications and other supporting documentation required by applicable laws, regulations, and policies.
• Communicate and coordinate with MassDOT District Offices, local authorities, law enforcement, and other appropriate entities regarding road closures, construction activities, roadway restrictions, and other conditions affecting the movement and routing of over-dimensional and overweight loads.
• Maintain current knowledge of trucking industry practices, MassDOT requirements, Massachusetts laws and regulations, and applicable federal DOT requirements affecting commercial vehicle permitting.
• Provide technical assistance, guidance, and advice to agency personnel, permit applicants, businesses, and other stakeholders regarding truck permit requirements, application procedures, routing requirements, permit issuance, and the proper interpretation and use of issued permits.
• Respond promptly and professionally to internal and external inquiries concerning permit applications, application status, permitting requirements, procedures, fees, routing, and applicable laws and regulations.
• Clearly, respectfully, and patiently guide applicants through the permitting process by telephone, email, online systems, and in-person communication, including explaining application requirements, required documentation, applicable restrictions, and permit conditions.
• Confer with management, agency personnel, and other stakeholders regarding Truck Permit Office operations, program implementation, evaluation, monitoring, policies, procedures, resource needs, and program requirements.
• Assist management in identifying program requirements and evaluating operational procedures, criteria, and standards to support efficient and consistent administration of truck permitting activities.
• Review Truck Permit Office reports, documents, correspondence, memoranda, applications, and permit packages for completeness, accuracy, consistency, and compliance with established requirements.
• Ensure all required forms, certifications, supporting documentation, and other materials are included and properly completed as part of applicable permit packages.
• Utilize MassDOT information technology systems and applications, including the OASIS online truck permitting system, to review, process, document, track, and issue permits.
• Maintain complete and accurate permit records and files, including documentation validating manufacturer Gross Vehicle Weight Ratings and records of previously issued permits.
• Review historical permit records and supporting documentation when processing permit renewals, requests for permitted weight increases, permit transfers to another company, and other permit modifications to ensure accuracy and compliance.
• Track incoming checks and other permit-related payments, verify that appropriate fees have been assessed and received, maintain accurate transaction records, and forward required information to fiscal management for vendor billing and reconciliation in an efficient and timely manner.
• Perform daily revenue closeout activities, identify and reconcile revenue overages and shortages, maintain supporting financial documentation, and work cooperatively with fiscal staff and auditors to ensure records are complete, accurate, and properly maintained.

About MassDOT

The 4,000 employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth’s residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT’s culture and career opportunities can be found at mass.gov/massdot-careers.

MassDOT’s divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.

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