Administrative Support Manager

Constellis; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Comprehensive rewards package

Flexible benefits

Job summary

Constellis is looking for an Administrative Support Manager in Chicago, IL who will oversee compliance tracking, manage financial documentation, and coordinate administrative functions for Argonne National Labs. The role requires strong administrative skills, experience in payroll and asset management, and the ability to maintain confidentiality.

Additionally, the selected candidate must hold a Private Security Contractor License and have experience in a 24/7 operational or security environment. The position offers a comprehensive benefits package aimed at fostering a diverse workplace.

Qualifications

• Experience in administrative management functions within a 24/7 operational or security environment.
• Experience in payroll processing, billing documentation, and financial recordkeeping preferred.
• Must hold individual Private Security Contractor License.

Responsibilities

• Verify compliance of Protective Force personnel with testing requirements.
• Manage payroll and billing documentation for services.
• Coordinate management of Laboratory-owned Protective Force fleet.

Skills

Administrative management

Payroll processing

Data handling

Fleet management

Education

Equivalent combinations of education, training, and relevant experience

Job description

Position Summary

This is a proposal for Argonne National Labs in Lemont, IL for an Administrative Support Manager. The Administrative Support Manager (ASM) is responsible for administrative; compliance tracking, financial documentation, fleet coordination, and records management functions associated with this contract.

Responsibilities

• Verify that all Protective Force personnel remain compliant with required drug, medical, and psychological testing requirements and schedule testing as necessary. Any positive drug or alcohol test shall result in immediate removal of the individual from this contract. The Contractor retains authority regarding employment status outside this contract. The TR shall be notified of all removals related to testing non-compliance.
• Manage payroll and billing documentation for Protective Force Services. Compile and submit invoice packages and supporting documentation to the Project Manager for review and certification prior to submission to the Laboratory. Maintain documentation in an audit-ready format.
• Initiate and complete Exception Reports as required, including those involving minimum staffing deficiencies. Submit completed Exception Reports to the Field Operations Manager for verification, then to the Project Manager for review and submission to the Laboratory within 24 hours of the initiating event.
• Coordinate with the Project Manager to compile documentation supporting all Contract Line Item (CLIN) II expenditures. The ASM shall not approve CLIN II expenditures but shall maintain supporting documentation for Laboratory review and certification.
• Maintain Contractor personnel files in accordance with applicable law and contract requirements. Personnel records shall be available for Laboratory audit upon request.
• Maintain training records in coordination with the Training Coordinator. Responsibilities are limited to recordkeeping and documentation, not curriculum development.
• Provide administrative support for special event staffing as authorized by the TR.
• Coordinate management of the Laboratory-owned Protective Force fleet, including scheduling routine maintenance, obtaining repair estimates, tracking damage repairs, and maintaining maintenance records. Insurance responsibilities remain in accordance with contract terms.
• Conduct trending and analysis of vehicle accidents and fleet expenditures and provide reporting as required in Exhibit 3.
• Maintain the Laboratory-owned in-car Mobile Video System (MVS), including scheduled downloads and secure onsite organization of data. MVS data is Laboratory property. The ASM may access footage for administrative purposes consistent with written directives.
• Maintain administrative and financial records in an organized and auditable manner onsite. Administrative records shall be clearly separated from operational records maintained by the Field Operations Manager. All records shall be available for Laboratory review upon request.
• Log, track, and document operational, administrative, compliance, and performance data as directed by the Laboratory or TR, including but not limited to staffing compliance, incidents, inspections, testing, training, fleet, payroll, billing, and access control activity. Duties may be reassigned or modified by the TR within the scope of this contract to meet operational needs.
• Perform other duties within the scope of this contract as directed.

Qualifications

• Education and experience sufficient to perform the duties described herein. Equivalent combinations of education, training, and relevant experience may be considered.
• Experience in administrative management functions within a 24/7 operational or security environment.
• Experience in payroll processing, billing documentation, and financial recordkeeping preferred.
• Experience in fleet or asset management preferred.
• Experience in data handling, records management, and compliance documentation preferred.
• Ability to maintain confidentiality of personnel and operational information.
• Must hold individual Private Security Contractor License

Benefits

Constellis offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflect its commitment to creating a diverse and supportive workplace.