Department Assistant

Job Title: Department Assistant
Location: Neoga, IL
Duration: 12+ months

Travel Requirements

• Travel required using personal vehicle (to/from work)
• May need to drive personal vehicle across different areas of the project site
• Work boots required

Work Schedule:

• Monday to Friday: 7:00 AM - 5:30 PM
• Must be able to work a 5/10 schedule
• Weekends (Saturday/Sunday) as needed
• Not eligible for flex 9/80 schedule
• Standard workweek: 40-50+ hours
• Overtime applies after 40 hours (per state guidelines)

Summary:
The Department Assistant will provide administrative support to department management, ensuring continuity of daily operations. This role involves collaboration to organize, present, and maintain department information while supporting overall business line goals and objectives.

Roles & Responsibilities

• Assist with weekly time entry for field craft payroll
• Verify time entered into jobsite badging system and advise on corrections
• Assist with submitting and obtaining craft correction paychecks
• Perform data entry into jobsite IRA tracking log
• Add apprentice information into Baker Tilly third-party database
• Assist with new hire paperwork, ensuring accuracy before submission to payroll
• Support document control processes
• Manage UPS/FedEx deliveries and ensure proper routing
• Maintain and order office supplies
• Assist with event and training setup

Additional Duties

• Finalize orientation paperwork for Spanish-speaking employees
• Provide day-to-day Spanish communication support with crew members
• Translate documents and paperwork as needed

Requirements

• Bilingual (Spanish required)
• High School Diploma or GED equivalent
• Minimum 2 years of administrative/coordinator experience, preferably in construction
• Strong organizational, communication (written & verbal), and prioritization skills
• Ability to work independently and handle urgent needs
• Professional, mature, and positive demeanor
• Comfortable working with diverse personalities

Computer Skills

• Proficiency in MS Access, Excel, and Word
• Oracle experience preferred

Physical Demands

• Frequent: standing, walking, typing, reaching, talking, and hearing
• Occasional lifting/moving up to 50 lbs
• Vision requirements: close vision, peripheral vision, focus adjustment

Work Environment

• Exposure to outdoor weather conditions (heat and cold)
• Occasional exposure to humidity, moving mechanical parts, and airborne particles
• Noise level: low to moderate
• May require climbing stairs to access jobsite trailer office