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
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
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.
