Safety and Compliance Support Specialist

Job Description

Job Description

Purpose - The Safety and Compliance Support Specialist provides administrative and technical support to the company’s three compliance departments – Safety, Quality, and Training – at the corporate level. This position administers the company’s third-party compliance and prequalification platforms, drug and alcohol testing and background screening programs, learning management system, and quality records, ensuring that the company and its employees remain qualified, documented, and approved to work at client facilities. Reports directly to the Director of Safety.

ESSENTIAL FUNCTIONS and RESPONSIBILITIES

Third-Party Contractor Compliance Platforms (ISNetworld, Avetta, Veriforce) – Serves as the primary administrator for the company’s contractor prequalification accounts.

•Maintain company profiles, questionnaires, and required documentation on ISNetworld, Avetta, Veriforce, and other client-required platforms, including annual prequalification questionnaires, OSHA 300/300A summaries, EMR letters, insurance certificates, and written safety programs.

•Monitor client-specific grades and compliance status; identify deficiencies and coordinate corrective submissions with the responsible department owner to maintain acceptable grades ahead of bids and project mobilizations.

•Upload and verify employee-level training, qualification, and operator qualification (OQ) records required by client sites.

•Maintain a renewal and submission calendar so that no subscription, document, or verification lapses.

•Act as the company’s point of contact for platform support teams and client contractor-management representatives.

Drug & Alcohol Testing, Background Screening, and Driver Qualification (DISA) -

Administers the company’s testing and screening programs. Administer DOT (49 CFR Part 40 and Part 382) and non-DOT drug and alcohol testing through DISA, including pre-employment, random, post-accident, reasonable suspicion, return-to-duty, and follow-up testing.

•Maintain random testing pool enrollment, schedule collections, track results through the Medical Review Officer (MRO) process, and maintain employee compliance status in DISA to meet client site-access requirements.

•Process background checks and motor vehicle record (MVR) reviews, including annual MVR reviews and the company Safety Points program.

•Conduct FMCSA Drug & Alcohol Clearinghouse queries and maintain Driver Qualification (DQ) files in accordance with 49 CFR Part 391, including tracking medical certificate and CDL expirations.

•Handle all testing results, MVRs, and medical documentation with strict confidentiality.

Training Administration and Learning Management System (iSpring) – Supports the Training Department in delivering and documenting employee training.

•Administer the iSpring LMS, including user setup, course enrollment, learning path assignments, completion tracking, and compliance reporting.

•Publish and maintain courses developed by the Training Department and keep the course library current under version control.

•Maintain the training matrix by position and track certification and qualification expirations (e.g., OSHA 10/30, H2S, first aid/CPR, equipment operation, and site-specific orientations), notifying employees and supervisors before expiration.

•Schedule and coordinate classroom and third-party training, and maintain sign-in sheets, certificates, and training records.

•Ensure training records in the LMS align with records submitted to third-party compliance platforms. Support tracking of site-specific access training and qualification requirements for new markets, including nuclear facility work.

Quality Compliance Support – Supports the Quality Department in maintaining quality management system (QMS) records and platform submissions.

•Maintain document control within the company’s quality platform(s), including procedure revisions, controlled forms, and distribution records.

•Track nonconformance reports (NCRs), corrective and preventive actions (CAPAs), and audit findings through closure.

•Maintain calibration and certification records for heat treating and testing equipment (e.g., thermocouples, recorders, controllers, and test instruments) and for qualified personnel.

•Assist with customer quality portal submissions, records requests, and preparation for customer and third-party quality audits.

Safety Program Support – Assists the Director of Safety in ensuring the company complies with all safety-related regulatory requirements, including OSHA standards, DOT regulations, and EPA requirements.

•Assist in communicating and maintaining safety-related policies and procedures, and help verify that they are followed in the field and at client sites.

•Support incident documentation by gathering records, entering information into incident tracking systems, and tracking corrective actions to closure.

•Verify that workers have the proper safety credentials and personal protective equipment before mobilizing to client sites.

•Assist operations management in ensuring that required safety equipment is available and properly used.

•Complete safety-related requests from field operations and the corporate office and assist with regulatory and client reporting requirements.

Recordkeeping, Reporting, and Audit Readiness – Maintains organized, audit-ready records across all three compliance departments .

•Prepare periodic compliance metrics for leadership, including platform grades, training completion rates, testing compliance, and upcoming expirations.

•Maintain records in accordance with applicable regulatory and client retention requirements.

•Support internal audits, client audits, and regulatory inspections by producing requested records promptly

Competencies

Proficiency with, or the ability to quickly become proficient in, web-based compliance platforms such as ISNetworld, Avetta, Veriforce, DISA, and learning management systems such as iSpring.

•Intermediate to advanced Microsoft Office skills, particularly Excel, along with basic math skills.

•Highly detail-oriented and organized, with the ability to track many deadlines and expiration dates across multiple departments at once.

•Ability to prioritize competing requests from the Safety, Quality, and Training departments and keep work moving with minimal supervision.

•Clear, professional written and verbal communication with field employees, operations managers, clients, and vendors.

•Discretion and sound judgment in handling confidential information, including drug and alcohol testing results, MVRs, and medical documentation.

•Ability to work cooperatively with clients and fellow employees, and to make independent decisions within well-defined guidelines.

•Must be able to coordinate with management personnel on manpower and equipment needs for large jobs.

•Must act in the best interest of the company and uphold its safety and quality commitments.

Education and Experience

High school diploma or general education degree (GED); training from related trade school preferred. Minimum 2 years experience in a fast paced office environment needed.

•Two or more years of experience in safety, quality, training, or compliance administration, preferably with an industrial, oil and gas, or construction contractor.Hands-on experience with ISNetworld, Avetta, Veriforce, DISA, or similar contractor-management and screening platforms preferred.

•Experience administering a learning management system (iSpring or similar) preferred.

•Working knowledge of OSHA regulations and DOT/FMCSA requirements (49 CFR Parts 40, 382, and 391); familiarity with quality management systems (e.g., ISO 9001 or ASME-based programs) a plus.

•Valid driver’s license required

Physical Demands

Work is generally sedentary; however it may be necessary to assume project management and/or technical responsibilities and therefore the physical requirements for those jobs may be required on an interim basis. Job requires physical effort associated with using the computer to access information, or occasional standing, walking, and lifting needed to carry out everyday activities associated with a 24-hour service-based company.

Work Environment

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Works in a generally sedentary environment. The noise level is usually low to moderate. Tasks do not generally expose employee to physically unpleasant or hazardous conditions.

Note : Visits to the district shop area or a customer site could require working in a safety sensitive environment associated with the industrial heating industry with potential exposure to unpleasant or hazardous conditions,

COMPANY DESCRIPTION:

Analytic Stress has provided TRAINED, CERTIFIED, PROFESSIONAL Heat Treating & Stress Relieving Technicians to the industry for more than 46 years.

Since 1979, Analytic Stress has been driven to help plant owners and contractors in the refining, petrochemical, power generation, fabrication, off-shore, and pulp & paper industries enjoy the highest levels of customer satisfaction, based on our consistently safe, reliable, and high quality performances.

Company Description

COMPANY DESCRIPTION:\n\nAnalytic Stress has provided TRAINED, CERTIFIED, PROFESSIONAL Heat Treating & Stress Relieving Technicians to the industry for more than 46 years.\n\nSince 1979, Analytic Stress has been driven to help plant owners and contractors in the refining, petrochemical, power generation, fabrication, off-shore, and pulp & paper industries enjoy the highest levels of customer satisfaction, based on our consistently safe, reliable, and high quality performances.\n\n