Compliance Specialist

Position Title: Compliance Specialist

Position Location: Remote - work virtually from anywhere in the United States

Salary

QC Servion recognizes salary ranges from job boards do not necessarily reflect our pay ranges. In many instances we out-compete those ranges for well-qualified candidates.

Job Summary

The Human Resources Compliance Specialist serves as the ecosystem's subject matter expert for Human Resources compliance, regulatory reporting, employment law administration, and policy management across the QC ecosystem - a family of companies (DLB Associates, Galtra Solutions, AI2IO, Fluid2Chip, CEQEL Critical Commissioning, and 2AI-DC Integrators) delivering services across the data center industry. This position is responsible for administering the organization's Human Resources compliance programs while ensuring compliance with applicable federal, state, and local employment laws and regulatory requirements.

This position owns the annual Human Resources compliance calendar, mandatory employee compliance training programs, regulatory reporting obligations, employment law monitoring, Human Resources policy administration, and state-specific handbook addendums. The Human Resources Compliance Specialist partners closely with Human Resources Centers of Excellence, Payroll, Benefits, Finance, Legal, Information Technology, and business leaders to ensure compliance obligations are completed accurately, timely, and consistently across the organization.

The Human Resources Compliance Specialist receives limited direction on day-to-day work and general instruction on new projects, tasks or assignments.  Will execute and assist team leadership on projects, tasks or assignments of complex scope.  Will work independently or under limited supervision. 

This person will communicate and operate in line with organizational goals, Core Convictions, Guiding Principles, and departmental objectives while promoting a culture of compliance, accountability, and operational excellence.

Essential Functions

Regulatory Compliance & Reporting (35%)

• Own the annual Human Resources compliance calendar and ensure all recurring federal, state, and local compliance requirements are completed on time.
• Prepare, coordinate, validate, and submit required employment and benefits-related regulatory reporting, including but not limited to:
• • EEO-1 Reporting
  • California Pay Data Reporting
  • ACA reporting
  • Form 5500 coordination
  • Prescription Drug Data Collection (RxDC)
  • VETS-4212 reporting
  • State-required employment reporting

• Other federal, state, and local reporting requirements as assigned.
• Partner with Payroll, Benefits, Finance, Legal, and external vendors to collect and validate required reporting information.
• Maintain documentation supporting regulatory filings and audit readiness.
• Monitor reporting deadlines and ensure timely completion of all compliance obligations.

Employment Law Compliance & Policy Administration (25%)

• Monitor federal, state, and local employment law changes and evaluate their impact on Human Resources policies, procedures, and practices.
• Partner with the Leave, Time & Compensation Specialist to ensure federal and state leave law requirements are reflected in HR policy and practice; support leave-related compliance monitoring and reporting as needed.
• Draft, revise, maintain, and publish Human Resources policies, handbook content, and state-specific policy addendums.
• Coordinate policy review cycles with Human Resources leadership and Legal.
• Maintain policy acknowledgments and policy communication processes.
• Research employment law questions and provide compliance guidance to Human Resources staff and managers.
• Support implementation of new employment law requirements across the organization.

Compliance Programs & Employee Training (20%)

• Administer the organization's mandatory compliance training program.
• Coordinate annual and recurring employee compliance training requirements, including harassment prevention, discrimination prevention, ethics, and workplace conduct; track state-specific training mandates, certification, and documentation requirements (e.g., frequency, delivery method, and recordkeeping obligations that vary by state) to ensure organization-wide compliance.Monitor completion rates and partner with managers to ensure timely completion.
• Maintain compliance training records and documentation.
• Evaluate new compliance training requirements resulting from legislative changes.
• Recommend improvements to compliance education and employee awareness initiatives.

Compliance Auditing & Risk Management (10%)

• Conduct periodic audits of Human Resources records, policy acknowledgments, compliance training records, I-9 documentation, personnel files, and related employment records.
• Partner with Onboarding to ensure I-9 policy, E-Verify administration, and new-hire documentation practices align with current federal requirements; this role owns I-9 compliance auditing and corrective action guidance but does not own day-to-day I-9 completion or E-Verify case processing.
• Identify compliance gaps and recommend corrective actions.
• Support responses to government agency requests, audits, and employment record reviews.
• Maintain employment records in accordance with federal and state record retention requirements.

Compliance Operations & Continuous Improvement (10%)

• Maintain the Human Resources compliance calendar and communicate upcoming compliance deadlines to key stakeholders.
• Develop compliance tracking tools, reports, dashboards, and documentation.
• Identify opportunities to improve compliance processes through automation, technology, and AI-enabled solutions.
• Develop compliance reference materials, job aids, and standard operating procedures.
• Support special Human Resources compliance initiatives and projects.
• Technology, Digital Tools & AI-Enabled Efficiency
• Leverage AI-enabled and digital tools to enhance efficiency, reduce manual effort, and support consistent, high-quality work output.
• Identify opportunities to improve processes and demonstrate a continuous learning mindset, seeking out new technologies, skills, and methods that elevate individual and team performance.
• Adapt to emerging technologies and evolving digital workflows, actively supporting the integration and adoption of innovative tools across the organization.

Completion of Assigned Tasks and Deliverables on Time and on Budget

• Performs Other Related Duties as Assigned

Position Requirements

(Advanced level for all the following)

• Strong knowledge of federal, state, and local employment laws, Human Resources compliance requirements, and regulatory reporting obligations.
• Strong knowledge of multi-state employment practices, handbook administration, and policy development.
• Demonstrated experience preparing and coordinating employment-related regulatory reporting, including EEO-1, ACA, California Pay Data Reporting, Form 5500, RxDC, or similar compliance programs.
• Demonstrated experience monitoring legislative changes and implementing policy and operational updates.
• Skilled in researching employment laws, interpreting regulatory guidance, and applying compliance requirements to business operations.
• Skilled in drafting, revising, and maintaining Human Resources policies, handbook content, and state-specific policy addendums.
• Skilled in managing compliance calendars, regulatory deadlines, and multiple recurring reporting requirements.
• Skilled in conducting compliance audits, identifying risks, and developing corrective action recommendations.
• Skilled in developing reports, compliance dashboards, and executive summaries.
• Ability to interpret complex regulations and communicate compliance requirements in a practical, business-focused manner.
• Ability to exercise sound judgment while handling confidential and sensitive information.

(Intermediate level for all the following)

• Knowledge of Human Resources programs, employee lifecycle processes, benefits administration, payroll practices, and Human Resources technology.
• Skilled in building collaborative relationships with Human Resources, Payroll, Benefits, Finance, Legal, and business leaders.
• Skilled at using Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Teams), HRIS platforms, and reporting tools.
• Ability to leverage AI and emerging technologies to improve compliance monitoring, reporting, documentation, and process efficiency.
• Ability to manage multiple priorities while maintaining exceptional attention to detail and accuracy.
• Ability to work independently and collaboratively.
• Ability to communicate effectively with employees, managers, executives, external vendors, and government agencies.

Physical Demands

The following physical demands must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is:

• Frequently required to remain in a stationary position
• Frequently moving through office

Travel / Relocation Requirements

• Up to 10%, this may include travel to any or all 50 US states
• Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meeting for business development purposes, running errands on behalf of the business, attending industry conferences, etc.

Education / Experience Requirements

• Bachelor’s degree in human resources, business, legal studies or related field

OR

• A recognized HR certification (e.g., PHR, SPHR, SHRM-CP, SHRM-SCP)

PLUS

• Minimum of five years of progressively responsible Human Resources experience.
• Minimum of three years of experience supporting Human Resources compliance, employment law administration, regulatory reporting, or Human Resources operations in a multi-state environment.

Benefits

• Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option). 
• Flex spending accounts (FSA). 
• Dental and vision plans. 
• Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26. 
• 401k with company match and self-directed brokerage account option. 
• PTO including additional paid time off during the last week of the year. 
• Company paid life insurance coverage for employees and their eligible dependents. 
• Short and long-term disability, AD&D coverage. 
• Professional development opportunities, tuition reimbursement, and professional licensing assistance. 
• Paid parental leave after one year of employment. 

CO, CA, IL, NY, WA, and Washington DC residents only: In accordance with CO, CA, IL, NY, WA, and Washington DC law, the range provided is QC Servion's reasonable estimate of the base compensation for this role. The actual amount may differ based on non-discriminatory factors such as experience, knowledge, skills, abilities, and location.

EEO

QC Servion provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity, or gender expression. We are committed to a diverse and inclusive workforce and welcome people from all backgrounds, experiences, perspectives, and abilities.

Notice To Third Party Agencies

QC Servion does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to QC Servion in the absence of a signed Service Agreement where QC Servion has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of QC Servion and QC Servion will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.