Administrative Assistant - Decatur, IL

Archer Daniels Midland • Decatur, IL

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About The Position

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 ProjectWise Download photos from cameras and organize them in ProjectWise 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: Associates or Bachelor’s degree in Business Administration, Accounting, or a related field preferred Prior experience in engineering or technical services environments is advantageous Proficiency in Ajera Accounting software, Coupa, and Fieldglass preferred Familiarity with ProjectWise or similar document management systems is a plus Why Join ADM? At ADM, we value our employees and provide opportunities for growth and development. As part of our Engineering Services team, you’ll play a vital role in ensuring operational excellence and contributing to the success of our projects. Excited about this role but don’t think you meet every requirement listed? We encourage you to apply anyway. You may be just the right candidate for this role or another one of our openings. ADM requires the successful completion of a background check. REF:104579BR About ADM At ADM, we unlock the power of nature to provide access to nutrition worldwide. With industry-advancing innovations, a complete portfolio of ingredients and solutions to meet any taste, and a commitment to sustainability, we give customers an edge in solving the nutritional challenges of today and tomorrow. We’re a global leader in human and animal nutrition and the world’s premier agricultural origination and processing company. Our breadth, depth, insights, facilities and logistical expertise give us unparalleled capabilities to meet needs for food, beverages, health and wellness, and more. From the seed of the idea to the outcome of the solution, we enrich the quality of life the world over. Learn more at www.adm.com. #IncludingYou Diversity, equity, inclusion and belonging are cornerstones of ADM’s efforts to continue innovating, driving growth, and delivering outstanding performance. We are committed to attracting and retaining a diverse workforce and create welcoming, truly inclusive work environments — environments that enable every ADM colleague to feel comfortable on the job, make meaningful contributions to our success, and grow their career. We respect and value the unique backgrounds and experiences that each person can bring to ADM because we know that diversity of perspectives makes us better, together. We welcome everyone to apply. We are committed to ensuring all qualified applicants receive consideration for employment regardless of race, color, ethnicity, disability, religion, national origin, language, gender, gender identity, gender expression, marital status, sexual orientation, age, protected veteran status, or any other characteristic protected by law Benefits and Perks Enriching the quality of life for the world begins by taking care of our colleagues. In addition to competitive pay, we support your diverse needs with a comprehensive total rewards package to enhance your well-being, including: Physical wellness – medical/Rx, dental, vision and on-site wellness center access or gym reimbursement (as applicable). Financial wellness – flexible spending accounts, health savings account, 401(k) with matching contributions and cash balance plan, discounted employee stock purchasing program, life insurance, disability, workers’ compensation, legal assistance, identity theft protection. Mental and social wellness – Employee Assistance Program (EAP), Employee Resource Groups (ERGs) and Colleague Giving Programs (ADM Cares). Additional benefits include: Paid time off including paid holidays. Adoption assistance and paid maternity and parental leave. Tuition assistance. Company-sponsored training and development resources, such as LinkedIn Learning, language training and mentoring programs. Benefits may vary for bargained locations, confirm benefit eligibility with your recruiter. Base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. Hourly and salaried non-exempt employees will also be paid overtime pay when working qualifying overtime hours. If hired, employees will be in an “at-will position” and the Company reserves the right to modify base pay (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors. The pay range for this position is expected to be between:

Requirements

• 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)

Nice To Haves

• Associates or Bachelor’s degree in Business Administration, Accounting, or a related field preferred
• Prior experience in engineering or technical services environments is advantageous
• Proficiency in Ajera Accounting software, Coupa, and Fieldglass preferred
• Familiarity with ProjectWise or similar document management systems is a plus

Responsibilities

• 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
• Approve ADM timecards for non-exempt employees.
• Supervise and approve timesheets for temporary contractors in Fieldglass
• 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
• 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
• 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
• 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
• Manage records retention, including requesting boxes, maintaining spreadsheets, and ensuring proper storage
• Scan drawings and upload them to ProjectWise
• Download photos from cameras and organize them in ProjectWise
• Assist with in-office seating assignments and workspace organization
• Interface with the accounting team for reconciliations and financial reporting
• Support financial analysts with cashflow and net income analysis (profit/loss) reporting

Benefits

• Physical wellness – medical/Rx, dental, vision and on-site wellness center access or gym reimbursement (as applicable).
• Financial wellness – flexible spending accounts, health savings account, 401(k) with matching contributions and cash balance plan, discounted employee stock purchasing program, life insurance, disability, workers’ compensation, legal assistance, identity theft protection.
• Mental and social wellness – Employee Assistance Program (EAP), Employee Resource Groups (ERGs) and Colleague Giving Programs (ADM Cares).
• Paid time off including paid holidays.
• Adoption assistance and paid maternity and parental leave.
• Tuition assistance.
• Company-sponsored training and development resources, such as LinkedIn Learning, language training and mentoring programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees