Administrative Assistant (Finance)

Woodard & Curran is a national engineering, science, and operations firm with a simple vision for clean water, a safe environment, healthy communities, and happy people. As an employee-owned company, we strive to cultivate teams that encourage collaboration in an inclusive culture. We seek talented individuals from all backgrounds to help us address a broad range of water and environmental issues. We prioritize our people, offering opportunities for professional growth, ownership, and flexibility. This commitment enables us to make a meaningful impact on our clients, communities, and the planet.

What will you be doing at Woodard & Curran?

The Administrative Assistant will provide administrative and general office support to the Carlinville Public Works to ensure smooth and effective office operation and maximum efficiency. In this role, you will schedule and coordinate meetings and appointments, research and compile dates for reports and studies, compose and/or prepare routine and confidential reports and correspondence.

Schedule : Monday - Friday 8:30am - 4:30pm
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Responsibilities include:

• Handle telephone calls, emails, questions, and visitors, providing professional and courteous assistance.
• Plan, file, and prepare various correspondence on behalf of the Carlinville facility, ensuring accuracy and timely distribution.
• Maintain calendars, coordinate meetings, including scheduling, sending invitations, preparing agendas, and arranging necessary resources such as meeting rooms and equipment.
• Create comprehensive reports by analyzing and interpreting complex data sets.
• Make travel arrangements for staff members.
• Manage the Computerized Maintenance Management System (CMMS) to track and coordinate maintenance activities and work orders. Schedule work orders and coordinate with relevant personnel to ensure timely execution and completion of tasks.
• Assist in the preparation and maintenance of department records, ensuring accuracy, organization, and confidentiality.
• Manage and order supplies, monitor inventory levels and coordinate timely deliveries.
• Coordinate with other corporate groups such as Accounting, Marketing, and Health and Safety to facilitate effective communication and collaboration.
• Assist with special projects as assigned, conducting research, analyzing data, and providing project support.
• Evaluate office operations, identify areas for improvement, and make recommendations to enhance productivity and efficiency.
• Assist the manager in planning and implementing department programs, activities, and services as required.
• Maintain water meter data, routes, and loading information in the Tyler system accurately and efficiently.
• Request utility locate services through 811 prior to conducting any dig repairs or activities.
• Handle invoices and purchase orders (POs), ensuring accuracy, obtaining approvals, and processing timely payments.
• Manage and provide necessary maps for water and sewer locates to technicians, contractors, and vendors, ensuring accurate and up-to-date information is available.
• Perform other related duties as required, which may include assisting with data entry, conducting research, and providing general administrative support.

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$21 - $23 an hour

Depending on qualifications and experience.
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Employee Support & Benefits

Retirement Savings:

• 401(k) Pre-tax or Roth Contributions: The company matches 100% of the first 3% of salary contributed

Time away from work:

• Observed holidays: Choose up to 9 holidays to observe annually

• Vacation: Accrued based on years of experience and calculated on hours worked

• Sick time: Paid sick time for non-work related illness or injury.

• Parental leave: Up to 80 hours of Paid Parental Leave for child bonding

Coverage and support for your needs and well-being:

• Disability: Paid short and long term disability

• Health: Medical plan options; plus dental and vision plans.

• Life: Basic employee group life insurance and AD&D benefits; additional voluntary life insurance for employees and families is available through Sun Life.

• Wellbeing: DarioMind assistance program combined with personalized mental health and wellbeing resources.

Equal Employment Opportunity

Woodard & Curran is an Equal Opportunity Employer. Individuals with Disabilities and Protected Veterans are encouraged to apply. We are committed to ensuring our employment practices are non-discriminatory and based solely on job-related factors.

If you have a disability and need a reasonable accommodation to apply, please contact Beth Sweitzer .

Inclusion & Belonging

We welcome individuals from all backgrounds to apply, as we believe that different perspectives and experiences enrich our workplace and enhance our ability to serve our clients and communities effectively.

At Woodard & Curran, we are committed to fostering a respectful and inclusive work environment. We understand that the best solutions for our clients and communities come from a culture that nurtures the success and growth of all employees. As an employee-owned organization, our dedication to fostering growth, access and opportunity empowers us to serve our clients effectively and advance our mission of making a positive impact on the world. Our success is rooted in supporting our team members to reach their full potential, enabling us to deliver the most innovative, sound and effective solutions to improve our communities around us.

Non-Solicitation Disclosure:

Please be advised that we do not accept unsolicited resumes or candidate submissions from recruitment agencies. Any resumes or candidate profiles submitted without a signed contract in place will be considered unsolicited and will not be eligible for any referral fees. Recruitment agencies must have a valid, signed agreement with our company prior to following the submission process to consider potential candidates.