HR Specialist, Drug & Alcohol

## Description

Position Summary

The Human Resources Specialist – Drug & Alcohol Programs is responsible for the administration, compliance, and oversight of the Company's Drug & Alcohol Testing Programs for both Department of Transportation (DOT) regulated employees and Non-DOT employees. This position ensures compliance with all applicable federal, state, and company requirements, manages testing programs and vendor relationships, maintains confidential employee records, and serves as a subject matter expert for drug and alcohol policy administration.

The HR Specialist partners with operational leaders, third-party administrators, medical review officers (MROs), collection sites, and employees to ensure efficient and compliant drug and alcohol testing practices that support a safe and productive work environment.

Essential Duties and Responsibilities

Drug & Alcohol Program Administration

• Administer and coordinate all aspects of DOT and Non-DOT Drug & Alcohol Testing Programs.
• Ensure compliance with DOT regulations, including FMCSA and other applicable agency requirements.
• Manage pre-employment, random, reasonable suspicion, post-accident, return-to-duty, follow-up, and periodic testing programs.
• Coordinate testing schedules and communicate testing requirements to employees and management.
• Monitor testing completion and follow up on missed or incomplete testing events.
• Maintain testing records and supporting documentation in accordance with regulatory retention requirements.
• Prepare and distribute required notifications and program communications.

DOT Compliance Management

• Ensure drug and alcohol testing programs remain compliant with federal regulations and company policies.
• Maintain and update DOT Drug & Alcohol Program procedures, policies, and forms.
• Coordinate annual DOT program activities, including random testing selections and regulatory reporting.
• Support audits, inspections, and compliance reviews by regulatory agencies.
• Track regulatory changes and implement updates to program administration and company practices.
• Assist in the preparation and submission of required DOT reports and documentation.

Non-DOT Testing Program Administration

• Administer company-wide drug and alcohol testing programs for non-regulated employees.
• Ensure consistent application of company policies and testing procedures.
• Support management with policy interpretation and program-related guidance.
• Coordinate reasonable suspicion and post-incident testing activities as required.

Vendor and Third-Party Administrator Coordination

• Serve as primary liaison with Third-Party Administrators (TPAs), Medical Review Officers (MROs), Substance Abuse Professionals (SAPs), collection sites, and laboratories.
• Monitor vendor performance and service levels.
• Resolve testing discrepancies, scheduling issues, and program concerns.
• Ensure accurate employee enrollment and testing location assignments.

Employee and Manager Support

• Educate employees and supervisors regarding drug and alcohol testing requirements, company policies, and regulatory obligations.
• Provide guidance to management regarding testing procedures and appropriate documentation.
• Assist with employee questions related to testing processes and program requirements.
• Maintain a high level of confidentiality when handling sensitive employee information.

Reporting and Recordkeeping

• Maintain accurate electronic and paper records in compliance with DOT and company retention requirements.
• Track program metrics and testing activity.
• Generate compliance reports, audit documentation, and management summaries.
• Review testing results and documentation for accuracy and completeness.
• Assist with responding to records requests and compliance inquiries.

Training and Policy Administration

• Coordinate supervisor training related to reasonable suspicion and drug and alcohol program requirements.
• Assist with policy development, implementation, and communication.
• Support annual policy acknowledgments and compliance training initiatives.
• Participate in safety meetings and compliance-related projects as needed.

## Qualifications

Qualifications

Education

• Bachelor's degree in Human Resources, Business Administration, Occupational Health, Safety, or related field preferred.
• Equivalent combination of education and relevant experience may be considered.

Experience

• Minimum of 3 years of Human Resources, compliance, safety, or drug and alcohol program administration experience.
• Experience administering DOT Drug & Alcohol Testing Programs strongly preferred.
• Experience working with FMCSA regulations and DOT compliance requirements preferred.
• Experience managing confidential employee information and regulatory records.

Knowledge, Skills, and Abilities

• Strong knowledge of DOT and Non-DOT drug and alcohol testing program requirements.
• Understanding of FMCSA regulations and drug and alcohol compliance practices.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to handle sensitive and confidential information with discretion.
• Strong problem-solving and customer service skills.
• Excellent verbal and written communication skills.
• Proficiency with HRIS systems, Microsoft Office Suite, and compliance tracking databases.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Certifications (Preferred)

• Drug & Alcohol Program Administrator (DAPA) certification.
• Certified Professional (SHRM-CP, SHRM-SCP, PHR, or SPHR).
• DOT Reasonable Suspicion Training certification or equivalent compliance training.

Physical Requirements

• Ability to sit for extended periods while working on a computer.
• Occasional travel to testing facilities, company locations, or training events.
• Ability to review detailed records and documentation with a high level of accuracy.

Key Competencies

• Compliance Management
• Regulatory Knowledge
• Confidentiality and Ethics
• Attention to Detail
• Accountability
• Relationship Management
• Communication Skills
• Analytical Thinking
• Customer Service Orientation
• Process Improvement

Success Measures

• DOT and Non-DOT program compliance maintained at 100%.
• Timely completion of testing events and required reporting.
• Successful completion of internal and external audits.
• Accurate recordkeeping and documentation management.
• Effective partnership with employees, leaders, and third-party vendors.
• Continuous improvement of program efficiency and compliance processes.