Administrative Assistant II

M. J. Electric, LLC•Iron Mountain, MI

About The Position

We are looking for a talented Administrative Assistant who has a passion for quality construction. This position is responsible for providing a wide variety of clerical and administrative support to the Human Resources department, with primary responsibility for coordinating and administering MJE’s Random drug and alcohol testing program and Reasonable Suspicion testing process for both DOT-regulated (FMCSR) and non-DOT employees, in accordance with the Comprehensive Alcohol and Controlled Substances Policy and applicable company procedures.

Requirements

Working knowledge of DOT/FMCSR drug and alcohol testing regulations (49 CFR Parts 40 and 382), or ability to quickly gain proficiency.
Ability to handle highly sensitive and confidential information with discretion and sound judgment.
Strong organizational skills with the ability to manage time-sensitive coordination (random selections, reasonable suspicion response) accurately and promptly.
Thorough knowledge of general office procedures and practices.
Demonstrated multi-tasking and data entry skills, with strong attention to detail and prioritization.
Ability to work independently, exercise discretion, and meet deadlines under time-sensitive circumstances.
Strong communication, organizational, documentation, and interpersonal skills, including the ability to communicate calmly and professionally with employees and supervisors during sensitive situations.
Strong computer skills, including familiarity with Microsoft Office.
High School Diploma or equivalent (education beyond high school preferred).
3–5 years of administrative and/or clerical support experience; HR or drug and alcohol compliance program experience preferred.

Responsibilities

Maintain and coordinate MJE’s two separate random testing pools — one for FMCSR (CDL/DOT) drivers and one for non-FMCSR (non-DOT) employees — ensuring eligible employees are properly enrolled and removed as employment status changes.
Serve as the primary point of contact with MJE’s third-party random testing administrator, coordinating random selections, notifications, and scheduling of donors for testing.
Track and confirm that the FMCSR driver pool is tested at or above the current annual DOT random rates (controlled substances and breath alcohol, and monitor the non-DOT pool for consistent, unbiased random selection.
Notify selected employees and their supervisors of random test selection in a timely, confidential manner, ensuring employees report to the collection site within the required timeframe.
Maintain accurate, confidential random testing records, selection logs, and chain-of-custody documentation in compliance with company recordkeeping and retention requirements.
Coordinate with the Medical Review Officer (MRO) and collection sites on test results, follow-up requests, and verification status; escalate non-negative results per policy.
Support the FMCSA Drug & Alcohol Clearinghouse process, including pre-employment and annual queries for CDL drivers.
Manage daily administrative and office support operations for the HR department, including establishing work priorities and workflow.
Prepare correspondence, presentations, and reports related to drug and alcohol program compliance for HR leadership and operations management.
Maintain office records, testing logs, and program documentation; assist with related reporting procedures and audits.
Ensure consistent execution of the Comprehensive Alcohol and Controlled Substances Policy and related company policies and procedures across MJE operations.
Maintain strict confidentiality of all employee drug and alcohol testing information in accordance with policy and applicable law.
Assist with other HR administrative duties, special reports, copying, and filing as assigned.