Administrative Assistant

F.H. Paschen•Chicago, IL

About The Position

This administrative position reports to the Senior Office Manager in the Civil Department. Assigned responsibilities may include any or all of the listed duties, as well as other duties as assigned. The position supports accounting, payroll, compliance, and contract management activities. Work is performed in the office or in the field, where noise levels vary. General work hours are 7:30 a.m. to 4:30 p.m., and five-day workweeks are standard; hours and workdays may vary based on critical work activities.

Requirements

Associate degree preferred and/or equivalent experience required.
Knowledge of word processing, spreadsheets, and basic accounting principles.
Good communication and organizational skills.
Prefer 3–5 years of construction experience.

Nice To Haves

Associate degree.
3–5 years of construction experience.

Responsibilities

Create accounts payable vouchers and ensure correct coding and approvals.
Review vendor statements and respond to vendor questions about payment status.
Create and process monthly progress billings, including correct coding and approvals.
Manage subcontractor payments, including review of lien waivers and compliance items.
Review field-submitted timesheets for accuracy.
Review onboarding packets.
Audit certified payroll to ensure payrolls are correct and submitted as required by owners.
Audit submitted EEO reports, review and summarize EEO goals, and collect Good Faith Effort documentation.
Review and summarize community hiring and apprenticeship goals to assess whether they are being met.
Review initial insurance certificates for contract compliance and maintain current certificates.
Maintain electronic filing of documents according to department standards.
Perform other duties as assigned.