Administrative Assistant - Decatur, IL

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Administrative Assistant - Decatur, IL  ####

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** Job Description*
* ** Administrative Assistant - Decatur, IL
** This is a permanent, non-exempt level position.

*
* Job Summary:

** ADM is seeking a highly organized and detail-oriented individual to join our Engineering & Projects team as an experienced Administrative Assistant, specializing in Project Accounting.
This role will support the team by maintaining accounting systems, managing administrative tasks, and assisting with project-related activities to ensure smooth operations and compliance with company standards.

*
* Key Responsibilities:

** Ajera Accounting Software Management:
* Maintain and update project information in Ajera for the Engineering & Projects team
* Generate monthly invoices and reports
* Assist Project Managers and staff with KPI tracking and report generation
* Approve Ajera timesheets for all Engineering Service (ES) employees and Tech Services contractors

Timekeeping and Payroll:
* Approve ADM timecards for non-exempt employees.
* Supervise and approve timesheets for temporary contractors in Fieldglass Purchasing and Vendor Management:
* Process invoices in Coupa
* Create and receive purchase orders for ES and Tech Services contractors
* Provide information and coordinate safety boots/glasses for the team Administrative Support:
* Organize and maintain project files and employee records
* Assist with new hire onboarding processes
* Gather information and complete Tax Credit Questionnaires
* Coordinate travel arrangements for ES and Tech Services personnel
* Maintain professional certifications and licenses for ES employees

Office and Equipment Management:
* Maintain copiers, plotters, and ES fleet cars, including oil changes, repairs, and mileage reporting
* Order office and safety supplies as needed
* Organize the department library, record new books, and file documentation

Event and Meeting Coordination:
* Organize ES department meetings, including room setup, food, and refreshments
* Plan and coordinate holiday food days, anniversaries, and retirement celebrations
* Assist management with meeting setups and miscellaneous tasks

Records and Document Management:
* Manage records retention, including requesting boxes, maintaining spreadsheets, and ensuring proper storage
* Scan drawings and upload them to Project Wise
* Download photos from cameras and organize them in Project Wise Facilities  and Seating Assignments:
* Assist with in-office seating assignments and workspace organization

Accounting and Reconciliation:
* Interface with the accounting team for reconciliations and financial reporting
* Support financial analysts with cashflow and net income analysis (profit/loss) reporting
*
* Required Qualifications:

*
* * High school diploma or equivalent required
* Proven experience in administrative support, project accounting, or a similar role
* Strong organizational and multitasking skills with attention to detail
* Excellent communication skills, both written and verbal
* Ability to work independently and collaboratively in a fast-paced environment
* Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
*
* Preferred Qualifications:

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* * Associates or Bachelor's degree in Business Administration,…