Compliance & Administrative Specialist

Alto Ingredients, Inc•Pekin, IL

9d•$28 - $32

About The Position

The Compliance & Administrative Specialist provides administrative and compliance support to the Directors of Purchasing and Reliability. The position supports general office operations, work-order processing, reporting, recordkeeping, scheduling, purchasing administration, contractor documentation, vendor onboarding, and prevailing-wage and 45Z program compliance. The role includes coordination with internal teams and contractors, maintaining complete and current records, and supporting departmental initiatives and special projects. Other duties may be added or modified as needed.

Requirements

High school diploma or GED.
3–5 years of relevant work experience.
Secretarial certificate or equivalent experience.
Experience working in a fast-paced environment and prioritizing competing priorities.
Experience working with diverse management styles and personalities.
Competence using computers, including working knowledge of Excel, Microsoft Office, and other computer software.
Ability to operate office equipment, including printers, copy machines, and multiple phone lines.
Excellent time-management skills and demonstrated ability to prioritize tasks and projects.
Ability to learn quickly and work well under pressure.
Ability to work independently or as part of a team.
Ability to keep information confidential and private.
Excellent oral and written communication skills and telephone skills.
Ability to work at a computer to research, send and receive information, and generate reports; communicate by phone and in person; sit for extended periods; stoop and bend when filing or moving boxes and files; lift up to 20 pounds; walk on paved and unpaved surfaces; and climb stairs and ladders.
Criminal background check and drug screen required.

Nice To Haves

Relevant work experience in a manufacturing or plant environment is preferred.

Responsibilities

Provide general administrative support to the Purchasing and Reliability teams.
Receive completed work orders, verify required information, return incomplete work orders to the appropriate coordinator, scan and file completed orders, attach electronic files in the CMMS, and close work orders.
Complete additional verification and maintain Excel records for work orders that qualify for 45Z.
Collect daily task notes from coordinators, issue and archive a daily summary report, and ensure notes are submitted on time.
Assist with updating daily work schedules and organizing the upcoming weekly work schedule for Thursday discussions.
Organize and maintain the Reliability and Purchasing teams’ calendar of events, including outages, trainings, clean-outs, and YTO.
Scan and properly file paper equipment documents and manuals.
Assist with monthly spend tracking, three-month projections, annual budget forecasts, and monthly campus KPI sheets.
Learn and support efficient use of the Emaint CMMS system and the 45Z process, including tracking, coordination, and decision-making as appropriate.
Assist with organizing meetings, trainings, projects, presentations, and other functions.
Review purchase orders for appropriate prevailing-wage classifications and documentation.
Identify and track contractors subject to prevailing-wage requirements, ensure proper setup, obtain and maintain required documentation, and coordinate MPSA addendums and other related contract updates.
Verify that compliance documentation is uploaded, complete, and properly maintained; maintain current certificates of insurance and other required contractor documentation.
Support vendor onboarding and ensure required vendor records are complete and up to date.
Contact contractors regarding 45Z payroll-support requests, provide the 45Z information packet and detailed request list, and follow up to obtain payroll support promptly.
Enter 45Z information into remediation files, check compliance with IRA Prevailing Wage program requirements, and request missing or incomplete payroll documentation.
Request contractor remediation payments when required and follow up to obtain adequate proof of payment to contract employees for PWA requirements.
Support purchasing-related reporting, record management, and administrative functions.
Support departmental initiatives and special projects, and perform other duties as assigned.