HR Compliance Associate (DOT/Non-DOT Drug/Background Programs)

Do you want to build an impactful career to change the world for the better?

Geosyntec has an exciting opportunity for an HR Compliance Associate (DOT/Non-DOT Drug/Background Programs) in our corporate office in Boca Raton, FL. The company offers a hybrid work program allowing you to work remote from home 2-3 days a week after integration. The HR Compliance Associate serves as the primary point of contact, providing day-to-day oversight of HR compliance programs and related audits. The role supports the team with the administration, coordination, maintenance, reporting, tracking, auditing and documentation of employmentrelated compliance programs using multiple vendors simultaneously, including pre- and post-employment and federal (i.e., DOT, FRA, PHMSA) and non-federal(non-DOT) background and drug/alcohol screenings across multiple regulated pools, while adhering to employment laws and company policies. This role is responsible for ensuring HR compliance programs are executed accurately and consistently in alignment with legal, regulatory, client, and company requirements, including internal and external audit preparedness. The role provides high quality customer service across all levels of employees, including responding to moderately complex inquiries and sensitive matters, escalating as appropriate.

Initiative, judgment, and discretion in planning, prioritizing, and organizing a diversified workload, and proactively identifying compliance risks is required. Exceptional attention to detail, strong organizational skills, and the ability to manage high-volume, time-sensitive transactions with precision is required. Errors in this role can directly impact compliance, system reporting, client contracts, and operational readiness; therefore, accuracy and follow-through are essential.

Geosyntec is an innovative, international engineering and consulting firm serving private and public-sector clients to address new ventures and complex problems involving our environment, natural resources, and civil infrastructure. Our engineers, scientists, technical and project employees serve our clients from offices across the world. Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service.

We invest in our people. Each employee is unique, and your career at Geosyntec will be too. We offer competitive pay and benefits, and well-being programs to support you and your family.

To Learn More Visit: http://www.geosyntec.com/careers/.

Employee Screening Programs

Responsible for administering and coordinating clientdriven federal and non-federal drug/alcohol testing and background check programs, ensuring compliance with DOT guidelines and other applicable regulations, and company policies.
• Serve as a primary liaison with employees, project managers, and thirdparty vendors, dedicating significant time to relationship management to ensure timely and compliant screening processing.
• Ensure proper tracking and processing of all employee background checks and drug and alcohol tests.
• Schedule and manage preemployment and preaccess drug screenings and background checks, including enrollment into regulated random testing pools.
• Facilitate, develop, maintain, and reconcile multiple random drug testing pools, in coordination with multiple vendors to schedule weekly, monthly, or quarterly testing in accordance with client and regulatory requirements; and monitor vendor compliance and address issues of non-compliance.
• Review drug screening and background check results to determine clearance under company policies and client mandates; communicate approved results and promptly escalate nonnegative or flagged findings for preadverse/adverse action review.
• Provide project management and employees with information and interpretation of HR and client screening policies, rules and procedures, including preparing presentations for stakeholders.
• Act as a Designated Employer Representative (DER) for regulated programs, escalating violations and initiating safetysensitive duty removals in coordination with Project, Operations, and Regional HR Managers.
• Coordinate and authorize ReturntoDuty and FollowUp testing programs, ensuring procedures align with regulatory and company standards.
• Ensure client and supplychain compliance by serving as the subject matter expert and responding to documentation requests and audits through regulated platforms such as ISN, NCMS, and DAMIS, including preparation and submission of required authorizations, site observation forms, chains of custody, and testing records.
• Manage clientinitiated compliance audits independently, producing accurate statistical data, MIS statistical reports, panel documentation, authorization records, and related drug and alcohol testing materials.
• Maintain organized policies, procedures, internal guidance, and HR compliance records in accordance with legal, regulatory, client, and company standards.

Administration

• Responsible for researching and staying current on non-DOT and DOT drug testing and background check requirements, including, FCRA, DOT history, FRA/PHMSA agency/vendor forms and processes.
• With an understanding of the company Drug-Free Workplace Policy and varied client protocols, assist in the review Master Service Agreements (MSA) for drug screening and/or background check site access requirements and advise project management of the process forward to ensure compliance.
• Maintain Learning Management System data entry for drug screenings and background checks.
• Administer annual and ongoing worksite poster and postings compliance program and related internal communications with HR POCs for 100+ offices/work sites; remain aware of posting updates and new hire notice updates to ensure information is maintained current on SharePoint, Onboarding, and in office locations.
• Create and maintain HR compliance purchase orders and reconcile POs/invoices in internal and external payment systems to ensure accurate expense allocations and timely processing and payments; assist with related data entry and Excel tracking.
• Compile, customize, and process HR compliance reports for various internal and external stakeholders, as assigned.
• Manage the development and maintenance of related Human Resources sections of SharePoint, ensuring that content reflects the most relevant and current information for employees.
• Monitor ongoing HR compliance training completions and escalate overdue concerns as needed.
• Assist the Talent Acquisition and HR Compliance team with other projects and duties as assigned.

Vendor Management

• Serve as primary point of contact for third-party drug screening and background check vendors, supporting day-to-day operational coordination.
• Assist with vendor account setup, initiate new client or project specific programs, and maintain accurate account information.
• Support set up and updates to testing programs, including panel changes, pool assignments, and client specific requirements.
• Review vendor reports and result statuses to ensure accuracy, completeness, and timely delivery; escalate discrepancies, missing results, and system errors to vendors as appropriate.
• Participate in vendor reviews and process improvement discussions to help strengthen workflows, data accuracy, and compliance outcomes.

• Bachelor's degree and a minimum of two (2) years in an HR support role, an Associate's degree and four (4) years of experience, or any equivalent combination of experience and training that provides the required knowledge, skill, and ability that totals six (6) years of experience. (required)
• Proficient understanding of labor laws, and HR regulatory and compliance environments, including emerging legislation, FCRA screening requirements, and federal (DOT, FRA, PHMSA) and non-federal (non-DOT) drug/alcohol screening programs compliance.(required)
• Strong auditing and assessment skills for HR programs and processes. (required)
• Extensive knowledge of MS office software, including Word, PPT, Excel, including VLOOKUP and Pivot Tables, and HRIS systems. (required)
• Initiative, judgment, and discretion in planning, prioritizing, and organizing a diversified workload, and proactively identifying compliance risks. (required)
• Exceptional attention to detail, strong organizational skills, and the ability to manage high-volume, time-sensitive transactions with precision. (required)
• Ability to read, analyze, and interpret technical and business documents. (required)
• Ability to respond effectively to complicated and sensitive inquiries. (required)
• Ability to draft reports, proposals, presentations, and correspondence that are well written, well organized, clearly presented, aand standard-of-care applied to the document. (required)
• Ability to make effective oral presentations on topics to management, employees, and other stakeholders. (required)
• Ability to work effectively and confidentially with both employees and managers. (required)
• Excellent interpersonal, written/oral communication skills which facilitate effective verbal and written communication internally and externally.(required)

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