Job Description

Summary:

The Department Assistant will provide vital administrative support to department leadership to ensure smooth daily operations and alignment with business objectives. This role involves collaborating with management to coordinate administrative services, streamline departmental functions, and maintain accurate documentation in support of project and organizational goals.

Roles and Responsibilities:

• Support weekly field craft payroll time entry
• Verify time records using the jobsite badging system, flag discrepancies, and assist with corrections
• Assist in the submission and processing of craft correction paychecks
• Enter data into the jobsite IRA tracking log
• Add apprentice information into the Baker Tilly database
• Review and ensure accuracy of new hire paperwork prior to submission to payroll
• Support general document control procedures
• Manage UPS/FedEx deliveries and coordinate timely routing to appropriate shippers
• Monitor and order office supplies as needed
• Provide support for event and training setup as required

Requirements:

• Education: High school diploma or GED equivalent
• Experience: Minimum of 2 years in an administrative or coordinator role, preferably in a construction or field-based environment
• Strong organizational, written, and verbal communication skills
• Proven ability to work independently and manage multiple priorities
• Professional, mature, and positive demeanor
• Ability to interact effectively with a variety of personalities
• Spanish bilingual skills are a plus

Technical Skills:

• Proficient in Microsoft Access, Excel, and Word
• Experience with Oracle preferred

Physical Demands:

• Regularly required to stand, walk, use hands, type, reach, speak, and hear
• Occasionally required to lift or move items up to 50 lbs
• Vision requirements include close vision, peripheral vision, and the ability to adjust focus

Work Environment:

• May be exposed to outdoor conditions, including extreme heat or cold
• Occasional exposure to wet/humid environments, mechanical equipment, and airborne particles
• Typical noise level is low to moderate
• Reasonable accommodations may be made to support individuals with disabilities

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