Administrative Assistant

DESCRIPTION: This role will focus on ensuring the employer and employees comply with DOT Drug and Alcohol Testing regulations and the Company Policy. Responsible for assisting the Drug & Alcohol Program Manager with drug & alcohol testing logistics, data entry & record keeping, auditing records, program improvement, and ensuring the compliance and integrity within the company. The essential functions of this position include but are not limited to the following:

ESSENTIAL FUNCTIONS:

• Coordinates drug & alcohol testing logistics with employees, Managers, collection sites and TPA
• Manages incoming emails/mail (Notification Forms, Results Reports, notices from TPA, etc.)
• Monitors weekly New Hire report to identify missing tests and DOT regulated records
• Prepares and maintains employee drug and alcohol testing files, assuring accuracy, compliance and confidentiality
• Manages records and systems for DOT Previous Employer Verification per the Federal regulations
• Administers resources for Substance Abuse Program to employee and maintains records
• Administers Supervisor Drug & Alcohol training and maintains records
• Maintains inventory of drug & alcohol test forms, distributes forms to Operations and collection sites
• Conducts daily/weekly/monthly audits of drug & alcohol records, specific for DOT reporting purposes
• Responsible for maintaining confidentiality of all employee and company information
• Performs customer service functions by answering questions and requests from Operations staff and employees
• Identifies process and compliance issues arising during day-to-day administration activities/contact with employees & Managers, and collaborates with Drug & Alcohol Program Manager for solution
• May assist Human Resources department with other clerical duties and special projects as assigned
• This position may require minimal travel in and out of state; 5-10% annually

QUALIFICATIONS & SKILLSETS:

• Prior experience in administrative role with record keeping, multi-tasking, and attention to detail
• Strong organizational and analytical skills required, with attention to detail
• Excellent written and oral communication skills
• Operate independently, self-manage assignments, prioritize work flow and meet timelines
• Ability to accept and adjust to changing priorities and circumstances
• Motivated work-ethic and positive attitude, with the ability to work well in a team setting
• Ability to remain calm, confident and compliant in a fast-paced environment
• Maintain a high level of confidentiality and discretion
• Exceptional analytical and problem-solving skills
• Proficient in all Microsoft Office software programs (Word & Excel) and Adobe

WORKING ENVIRONMENT/PHYSICAL DEMANDS:

General office physical demands which can include: the ability to sit, stand, stoop, kneel, bend and walk. The ability to lift up to 50 pounds. The ability to sit for sustained periods of time.