Workforce Compliance Specialist

Job Summary

This position supports and oversees multiple compliance database systems to monitor company Department of Transportation data tracking. These systems support the company’s compliance with PHMSA and FMCSA regulations ensuring employees in safety-sensitive positions are fit for duty and to prevent accidents caused by drug or alcohol impairment. It is responsible for enhancements to the compliance programs by compiling and analyzing data and providing key performance indicators on program compliance.  The position analyzes data, tracks key performance indicators, and prepares reports and presentations to demonstrate regulatory compliance and progress toward annual goals.

KEY RESPONSIBILITIES

• Analyze data and performance metrics to provide actionable insights that drive risk reduction, operational efficiency, and continuous improvement. 
• Ensure ongoing enhancement of data quality and maintain accessibility of dashboards and reporting tools. 
• Support the creation and implementation of program evaluation tools to monitor, measure, and improve compliance awareness and execution. 
• Identify gaps or deficiencies in compliance programs and develop strategic plans to address and resolve them. 
• Leverage technology to design, execute, and implement process improvements, utilizing company resources and providing project management oversight.
• Accountable for implementation and management of compliance related databases and performance programs for safe driving. 
• Accountable for development and implementation of process improvements and performance management best practice programs. 
• Works as a liaison for the department to ensure compliance with policies and DOT standards and internal reporting requirements.  
• Support, implement and maintain driver systems to ensure data accuracy and manage the reporting and training associated with these systems and company policies.  
• Identify and implement various training tools and resources within the organization to promote safe driving skills and behaviors. 
• Serve as a back up to the other members of the team. 
• Support development of timely reports and presentations for the department, managers and end users. 
• Provide frequent analytical reports on compliance performance, providing dashboards for the department to communicate trends/results. 
• Responsible to assist the team with improvements of existing programs and optimization of those programs through quality administration and analysis. 
• Liaison for PHMSA contractor management ensuring compliance with drug and alcohol requirements.

FUNCTIONAL EXPERTISE

Ensure compliance with company policy and Federal regulations:

• 49CFR Part 40 and Part 199 related to drug and alcohol testing
• 49CFR part 192, 193, 195 related to employee inclusion in Part 199 testing 
• 49CFR Parts 300-399 for compliance with Department of Transportation Federal Motor Carrier Safety Administration (FMCSA) regulations.   

BUSINESS ACUMEN:

• To be successful in this role, you should have excellent communication skills, attention to detail, and the ability to stay calm under pressure. You also need to be comfortable working in a fast-paced environment and be able to prioritize tasks effectively.
• Build relationships across all levels of the organization to enhance communication and ensure compliance 
• Continuously review and refine practices, policies, and requirements to maintain alignment with company standards and Department of Transportation (DOT) compliance.

ENGAGEMENT:

• Foster interdepartmental engagements engaging with key internal stakeholders 
• Maintain strong relationships with external vendors such as Third-Party Administrators (TPA) for drug and alcohol testing and background checks, Medical Review Officers (MRO), Substance Abuse Professionals (SAP), and other compliance service vendors. 
• Promote open communication and trust by engaging with employees and leadership at all levels on Workforce Compliance policies and responsibilities, ensuring clarity and alignment across the organization.

TEAM ENGAGEMENT:

• Support data requirements to support goal setting and compliance objectives 
• Support manager in documentation evaluation annually
• Monitor progress toward goals and compliance standards 
• Facilitate meetings and trainings as needed across departments to support compliance initiatives. 
• Promote continuous improvement 

DRIVING RESULTS

• Support employees ensuring they are fully informed of all Department of Transportation (DOT) requirements by driving sustainable compliance initiatives. 
• Prepare and maintain documentation supporting the department’s ability to provide the most accurate and up to date compliance guidelines and policies
• Lead assigned projects within established timelines to achieve lasting results. 

Education, Certifications / Licenses:

Required

• BA/BS in Business, Human Resources or related field

Preferred:

Certification in an HR discipline, e.g., PHR or SHRM-CP or additional certifications obtained in support of Drug and Alcohol Program Administration, e.g., C-DER 

• BS degree preferred (experience will be accepted in lieu of formal degree).  
• Experience/knowledge of various databases used to ensure compliance such as Learning Management Systems, Cool Compliance, driver compliance software, and DOT Compliance software or transferable knowledge. 
• Experience working in a team-oriented, collaborative environment required. 
• Computer proficiency with Microsoft tools – Excel, Word, PowerPoint, TEAMS, SharePoint, and Power BI. 
• Knowledge of DOT file management is preferred. 
• Knowledge of DOT drug and alcohol testing is preferred.
• Experience/proficiency with website management system preferred 
• Ability to work and obtain results with minimal supervision 
• Ability to identify and resolve issues with limited oversight 
• Ability to prioritize workload effectively

Related Work Experience

Required

• 2+ years of Human Resources generalist experience desirable
• 2+ years experience managing data using business systems within the utility industry to identify and reduce risks and assure compliance. 
• Experience in writing, monitoring and managing compliance documentation
• Experience with company drug and alcohol random testing program

Preferred:

• Experience in Drug and Alcohol Program Administration, Department of Transportation program administration or other compliance related activities tied to a highly regulated multi-state or multiple work location organization.
• 1+ years experience with PHMSA and FMCSA regulations related to drug and alcohol testing and driver file management.
• Analyzing and assessing regulatory compliance data

Specific Skills and Knowledge

• Mathematical and Analytical Proficiency: Ability to interpret data, perform calculations, and apply analytical methods to support compliance and operational decisions.
• Advanced Critical Thinking: Strong problem-solving skills to evaluate complex issues and develop effective solutions.
• Attention to Detail: Consistent focus on accuracy and organizational excellence, ensuring compliance within government databases and company recordkeeping systems.
• Reporting Skills: Ability to prepare clear, concise written and electronic reports for internal and external stakeholders.
• Relationship Management: Proven capability to build and maintain effective relationships to achieve departmental objectives.
• Communication Skills: Strong oral and written communication skills, coupled with excellent interpersonal abilities.
• Time Management: Ability to prioritize and manage multiple competing tasks effectively.
• Collaboration: Skilled in interacting with internal teams and external vendors to ensure compliance and operational success.
• Technical Proficiency: Intermediate to advanced computer skills, including Microsoft Word, Excel, Outlook, and Teams; familiarity with Microsoft Office tools such as Flow and Forms.

Preferred Knowledge:

• Working knowledge of regulatory programs and requirements impacting workforce compliance, including DOT, DOL, USCIS, DHS, and FTC (FCRA).

Working Conditions/Physical Requirements

Office environment, travel requirements should be infrequent (0-10%)