Administrative Assistant - Human Resources

Ellingson Companies - West Concord, MN4.0

Ellingson Companies is a third generation, full service Construction Company specializing in agricultural drainage technologies and trenchless solutions in Minnesota, North Dakota, and throughout the United States. Since 1970, we have been committed to providing the finest quality service in the industry. We believe that a quality project begins with quality employees, so we hire the most qualified employees in the industry. This fact along with our continual commitment to safety and adoption of the latest industry technologies ensures our customers receive the best products, engineering and installation available in agricultural drainage, subsurface irrigation, and more!
This position is anticipated to require 30-40 hours per week (eligible for all benefits) with an average of 35+ hours per week. However, we will consider someone who wants to work 25-30 hours per week (very limited benefits). This position must be done at the office in West Concord; working from home will not be allowed.
Job Summary
The Administrative Assistant - Human Resources (HR) s primary function is to provide support to the HR Director and other members of the HR Team with a specific emphasis on the Company s Drug & Alcohol and Safe Drivers Programs. The following is a broad overview of the duties and responsibilities:

Perform critical administrative tasks to ensure compliance with regulatory and company policies related to the Drug and Alcohol Program, Motor Vehicle Record (MVR) reviews and Fit for Duty Exams.

Complete data entry and other clerical tasks related to the new hire onboarding process.

Provide daily coverage for the front desk receptionist (e.g. lunch coverage).

Complete assorted clerical tasks and projects as assigned.


Motor Vehicle Records (MVRs): Obtain MVRs on job applicants and, periodically/annually, on existing employees; review violations, apply points, and determine classification; track expiration dates of violations; notify HR Rep. of applicants deemed Satisfactory; notify HR Director of applicants or employees deemed In Jeopardy of Losing Driving Privileges or Unacceptable; assist HR Director with drafting and distribution of communication related to non-Satisfactory classifications.
Drug and Alcohol Testing: Contact TPA or use electronic scheduling system to secure/identify collection site locations; for random tests, work with HR Director and company leaders to coordinate employee escorts; receive and track all test results; for pre-employment drug tests, notify HR Rep. of applicants negative results; for all tests (pre-employment, random, reasonable suspicion, etc.), notify HR Director of any non-negative results; assist HR Director with drafting and distribution of communication related to non-negative results; submit results to internal personnel who need information, as well as external agencies.
Safety History Records Request: For new hires subject to DOT (FMCSA or PHMSA), submit Safety…History Records Request forms to former employer(s); track receipt of the same; and track that all required attempts have been made. For former employees, complete and return Safety…History Records Request forms submitted by former employees current employers.
Fitness for Duty Exams: Schedule post-offer, pre-employment exams and return to work exams with approved vendors; track receipt of fit for duty results; notify HR Director of applicant results other than fit for duty and of all returning employees results; assist HR Director with drafting and distribution of communication related to Fitness for Duty Exams.
E-Verify: Confirm every new hire s E-Verify is in closed status following online onboarding process; notify HR Director if a case is open.
New Hire Reporting: Enter each new hire on Federal website, then save proof in Electronic File Cabinet.
Short-term Employees: Process new hires and terminations of employees who are not eligible for benefits.
Benefits: Enter all enrollment, changes and terminations on vendor web sites.
Recurring Reports: Run and distribute reports.
Apparel: Monitor inventory in HR storage room; assist HR Director with obtaining Purchase Order (PO) and placing orders to replenish inventory.
Job Postings: As requested by HR Team members, post open positions on certain websites (such as Craigslist); update posted positions.
Phone Calls: As requested by HR Team members, confirm job applicants former employment and schedule applicants for interviews, drug tests and onboarding.
Mailings: As needed, print and fold documents, stuff envelopes and put labels and postage on envelopes.
Filing: Scan and electronically file various documents including for personnel files; for original and other documents that must be maintained in paper form, complete paper filing process.
Misc.: Collate documents for interviews, onboarding, training, performance evaluations, meetings, etc.; assorted data entry;

The ideal education, experience, skills and abilities for this position include the following:

Two years of general office experience.
Speedy and accurate data entry skills.
Intermediate to advanced computer skills including MS Word, Excel, Outlook and the ability to navigate within a Windows environment.
Strong verbal and written communication skills.
Highly detailed organizational skills.
Ability to read and interpret motor vehicle record (MVR) reports.
Ability to work independently, multi-task and meet deadlines in a fast-paced environment.
Ability to be highly confidential with information based on the nature of the responsibilities.


Medical, Dental & Vision Insurance
Life & Disability Insurance
401(k) Retirement Plan with Company Match
Paid Time Off & Sick Time
Health Club Reimbursement Program
Tuition Assistance Program (after one year)
Year round employment