HR Specialist, Drug & Alcohol

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 

• 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.