HR Operations & Compliance Specialist

Job Title: HR Operations & Compliance Specialist

FLSA Status: Exempt

Department: Human Resources

Reports to: Manager, Human Resources Operation

GENERAL DESCRIPTION / PURPOSE:

The HR Operations & Compliance Specialist provides support to the Human Resources team by administering compliance-related programs and HR operational processes. This role serves as the Designated Employer Representative (DER) under Department of Transportation (DOT) regulations (FRA, FMCSA, FTA) and ensures adherence to federal and state compliance requirements, including drug and alcohol testing and background checks. The Specialist also supports HR operations through vendor coordination, process documentation, and system access administration, contributing to consistent and compliant HR service delivery across the organization

ESSENTIAL JOB FUNCTIONS:

HR Compliance Operations

• Serve as the Designated Employer Representative (DER), act as the point of contact with drug and alcohol testing service agents, reviewing results, taking required actions, and ensuring compliance with DOT regulations.
• DER 24/7 phone coverage. Shared responsibility with alternate DERs on a rotating schedule. Coordinate testing in both the US and Canada for Reasonable Cause and Reasonable Suspicion testing.
• Conduct and evaluate e-RAILSAFE, Motor Vehicle Record (MVR), and other position-specific background checks for employees to ensure regulatory and company compliance.
• Direct and coordinate compliance vendors to administer drug and alcohol testing and physicals for safety-sensitive positions in accordance with company policy and DOT regulations (FRA, FMCSA, and FTA).
• Coordinate travel, lodging, transportation and appointments for employees who require FFD or RTW exams and testing.
• Communicate compliance results to HR leadership, managers, and other stakeholders as appropriate, while maintaining strict confidentiality.
• Prepare and maintain compliance documentation to support DOT-regulated audits and other regulatory reporting requirements.
• Prepare and submit required DOT compliance reports to our customers via ISN.

Pre-Employment & Onboarding Compliance

• Manage pre-employment compliance requirements for new hires including background checks, medical exams, and drug testing, to ensure all requirements are met prior to hire.
• Coordinate with recruiters to administer pre-employment checks in a fair and consistent manner.
• Facilitate new hire compliance sessions during REMO classes, ensuring all paperwork, drug and alcohol testing requirements, and other regulatory documentation are completed accurately and in compliance with federal and state requirements
• Track and report on new hire compliance processes, maintaining accurate documentation and ensuring timely completion of requirements.
• Coordinate return travel for candidates who fail to meet pre-employment medical, drug, or alcohol testing requirements.

HR Operational Support

• Coordinate system and vendor access requests, ensuring proper approval and documentation.
• Support the documentation of HR processes by contributing to SOPs, guides, and process updates for consistency and compliance.
• Assist with reporting needs by gathering and validating compliance-related data as required.
• Partner with HR leadership on process improvement initiatives to enhance efficiency and compliance across HR operations.