Administrative Assistant

F.H. Paschen; Chicago, Northern (IL, KY); Hybrid; USD 40,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

401K matching

Flexible spending account

Life insurance

Referral program

Professional development assistance

Year End Bonus eligibility

LifeLock Subscription

Job summary

F.H. Paschen in Chicago is seeking an administrative professional to support the Civil Department’s accounting and office operations.

This role reports to the Senior Office Manager and covers accounts payable, accounts receivable, payroll, compliance, and contract management. Requirements include an associate degree or equivalent experience, 3–5 years of construction industry experience, and proficiency with word processing, spreadsheets, and basic accounting principles.

Qualifications

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

Responsibilities

• Accounts Payable: Create vouchers, ensure correct coding and approvals.
• Accounts Receivable: Process monthly progress billings with proper coding and approvals.
• Payroll: Review time sheets and onboarding packets.
• Compliance: Audit Certified Payroll and EEO goals, gather Good Faith Effort docs.
• Contract management: Review insurance certificates for contract compliance.
• Maintain electronic filing per department standards.
• Other duties as assigned.

Skills

Accounts Payable

Accounts Receivable

Payroll

Compliance

Contract management

Office administration

Education

Associate degree or equivalent experience

Job description

F.H. Paschen has over 115 years of experience in the construction industry. You’ve driven on highways we paved, you’ve travelled through airports we modernized, you’ve commuted through rail stations we constructed, and your children learn in schools we built. But we are MORE than that. We offerMORE Versatility—as we work in any industry, offering any delivery method and service. We operate withMORE Tenacity—as we maneuver through tight schedules, spaces, and budgets. We provideMORE Ingenuity—by creating solutions to solve your greatest challenges. And we perform with MORE Pride—in focusing on safety and quality, and in offering more opportunities for our communities and diverse populations to build with us. We deliver far more than just on time and on budget—we deliver withMORE Paschen.

Position Overview:

This administrative position reports to the Senior Office Manager in the Civil Department.

Assigned Responsibilities*:

• Accounts Payable
  • Create vouchers and ensure correct coding and approvals.
  • Review vendor statements and respond to any vendor questions regarding payment status.
• Accounts Receivable
  • Create and process monthly progress billings including correct coding and approvals.
  • Manage Subcontractor payments including review of Lien Waivers and compliance items.
• Payroll
  • Review time sheets submitted from field for accuracy.
  • Onboarding packet review.
• Compliance
  • Certified Payroll – Audit to ensure payrolls are correct and submitted as required by owners.
  • EEO – Audit submitted reports, review and summarize EEO Goals and collect Good Faith Effort documentation
  • Community Hiring / Apprenticeship – Review and summarize goals are being met.
• Contract management
  • Review of initial insurance certificates to ensure compliance with contract and maintain current certificates.
• Maintain electronic filing of all documents per department standards.
• Other duties as assigned.

*Assigned responsibilities may include any or all the above

• Associate degree preferred and/or equivalent experience required.
• Prefer 3-5 years Construction experience.
• Knowledge of word-processing, spreadsheet(s), and basic accounting principles
  required.
• Good communication and organizational skills are necessary.

Work Environment:

• Work is performed in the office or in the field. Noise levels vary.

Work Hours:

• General work hours are 7:30 am – 4:30 pm and 5-day work weeks are standard. Note that work hours and workdays may vary (changes, additions, etc.) based on critical work activities

Physical Demands:

• Involves sitting, walking, stooping, bending, reaching, and lifting. Can involve heavy lifting and/or moving.

• Health insurance
• Dental insurance
• Vision insurance
• Paid time off
• 401K matching
• Flexible spending account
• Life insurance
• Referral program
• Professional development assistance
• Eligibility for Year End Bonus
• LifeLock Subscription

Salary Range:

$40,000 - $55,000

F.H. Paschen reserves the right to offer the selected candidate or applicant an hourly rate or salary at an appropriate level to be set and determined by the employer that is commensurate with the applicant's qualifications, experience, education, skill training, certifications, or seniority.

F.H. Paschen is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, and other legally protected characteristics.

If you require an accommodation in order to complete this application, please contact Tracy Tesnow at 773-444-3474.