HR Operations & Compliance Specialist

Job Description

Job Description

Job Description

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.

REQUIRED QUALIFICATIONS:

Education: Bachelor’s degree or higher in human resources, Psychology, Business Management, or a similar field.

Experience: 4+ Years in Human Resources operations, compliance, or related role with knowledge and understanding of federal and state employment laws, audit practices and procedures and DOT regulations and practices.  

Knowledge, Skills and Abilities:

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and ability to learn HRIS and compliance tracking systems.
• Knowledge of federal compliance reporting (EEO-1, AAP, VETS-100)
• Good personal presentation skills.
• Strong attention to detail.
• Experience with DOT-regulated programs (FRA, FMCSA, FTA) and Designated Employer Representative (DER) responsibilities,
• Ability to maintain strict confidentiality with employment recordkeeping.
• A disciplined work ethic and advocate for Loram’s mission and vision.

*8+ years combination of experience and education in HR operations, compliance, or related role with knowledge of federal and state employment laws, audit practices and procedures, and DOT regulations and practices. 

PREFERRED QUALIFICATIONS:

Knowledge, Skills and Abilities:

• A working knowledge of railroads, transportation, heavy construction, or combination.

Licenses/Certifications: PHR or SPHR Certification and/or SHRM-CP or SHRM-SCP

PRE-EMPLOYMENT REQUIREMENTS:

This position requires successful completion of:

• The subject’s name must correspond to their Social Security number and date of birth.
• A nationwide, federal, and state criminal background check will be conducted. Up to a seven-year history will be considered, including incarceration or court supervision. Findings will be reviewed relative to the position requirements.
• Post-secondary education at the associate degree level or higher will be verified, including degree(s) earned and dates of completion.
• All applicants must successfully pass a pre-employment drug test. Employees in safety-sensitive positions are subject to random, reasonable suspicion, and post-incident drug and/or alcohol testing in compliance with federal regulations and company policy. Corporate non safety applicants are subject to drug test.

This position is not eligible for Visa Sponsorship.

WORKING CONDITIONS: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the role.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Office deskwork, sitting, walking, using phone & computer
• May lift up to 30 lbs. occasionally
• 5% or more travel

Can tolerate variable and sometimes challenging conditions during visits or inspections of company equipment in a railroad environment

Equal Opportunity Employer:

Loram is an Equal Opportunity Employer committed to fostering an inclusive, diverse, and respectful workplace. We make all employment decisions based on qualifications, merit, and business need, without regard to race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, national origin, veteran status, or any other characteristic protected by applicable laws in the countries where we operate, including the Equality Act 2010 in the UK, relevant U.S. federal, state, and local laws, Brazil’s anti-discrimination provisions under the Consolidation of Labor Laws (CLT) and Federal Constitution, India’s Equal Remuneration Act and Rights of Persons with Disabilities Act, Australia’s Fair Work Act 2009 and applicable state and territory legislation, and Canada’s human rights protections under the Canadian Human Rights Act and applicable provincial or territorial laws.

Benefits:

Benefits for this role include a comprehensive package with company-sponsored medical, dental, and vision insurance; Health Savings Account (HSA) and Flexible Spending Account (FSA) options; wellness programs; basic life and AD&D insurance; voluntary life insurance; company paid short-term and long-term disability coverage; 401(k) retirement plan including an employer match of 150% up to the first 6% you contribute to the Plan; Employee Assistance Program (EAP); behavioral health support; and leaves of absence. Additional benefits include tuition reimbursement, payroll charity contributions, adoption assistance and optional plans such as legal, critical illness, and hospitalization.

Compensation:

Loram determines compensation based on factors such as skills, competencies, education, and/or experience. Certain positions may be eligible for an annual bonus and paid time off in addition to base compensation.