Compliance & Administrative Specialist

Job Title: Compliance & Administrative Specialist – Purchasing & Reliability

Classification: Non-Exempt

Job Purpose: This position is responsible for providing support to the Directors of Purchasing and Reliability.

The following is a list of major duties and responsibilities for this position along with certain supportive duties. It is not all-inclusive. Other duties and responsibilities may be added as needed and in addition, management may modify this job description as needed.

Essential Duties and Responsibilities:

• Overall administrative work to support our team with general office tasks.
• Daily tasks:
  • Receive completed work orders from multiple coordinators and verify all required information is present. If not, return to proper coordinator until all information is complete
  • Scan work orders and save them in proper format and folder.
  • Attached electronic file to individual work orders in CMMS system and then close work order out.
  • Some work orders will qualify for 45Z and will need to have additional verifications and paperwork completed and saved in an Excel file.
  • Receive daily task notes from multiple coordinators and produce and issue a final daily summary report. Archive report in proper folder. Ensure notes are turned in by all coordinators in a timely manner.
  • Assist with updating daily work schedules to ensure accuracy.
  • Provide data entry, recordkeeping, filing, and general administrative support for the reliability and purchasing departments.

• Weekly and Ongoing tasks:
  • Organize and maintain the Reliability & Purchasing Teams calendar of events, which may include upcoming outages, trainings, clean-outs, YTO, etc.
  • Scan paper equipment documents / manuals and save in the proper format and folder.
  • Assist with the organization of the upcoming weekly work schedule to ensure it is ready for final discussion each Thursday.
  • Assist with monthly spend tracking, three-month projections, and annual budget forecasts. Complete monthly campus KPI sheets.
  • Become well versed in our new CMMS system (Emaint) to ensure we are being efficient and effective in its use.
  • Become well versed in the 45Z process to assist with tracking, working with internal and external players, and eventually decision making.
  • Assist with organization of meetings, trainings, projects, presentations, or other functions as needed.
  • Review purchase orders to ensure proper prevailing wage classification and documentation.
  • Identify and track contractors subject to prevailing wage requirements and ensure proper setup.
  • Obtain and maintain required prevailing wage documentation from contractors.
  • Coordinate MPSA Addendums and other contract updates related to prevailing wage requirements.

• Verify all compliance documentation is uploaded, complete, and properly maintained
• Maintain current Certificate of Insurance and required documentation from contractors.
• Support vendor onboarding and ensure all required records are completed and up to date.
• Contact current contractors as well as any contractors that are new to the 45Z program to ensure they have all information needed to satisfy our request for payroll support, including the 45Z information packet and detailed request list.
• Follow up with contractors once 45Z requests have been sent to ensure payroll support is received in a timely manner.
• Enter all 45Z data into the remediation files and confirm compliance with IRA Prevailing Wage program requirements. This includes entering payroll information supplied by contractors and sending follow-up requests if the payroll support supplied is incomplete.
• Send requests to contractors to issue remediation payments when required and follow-up to ensure remediation payments to ensure we obtain adequate proof of payment to contract employees to satisfy PWA requirements.
• Assist with purchasing-related reporting, record management, and administrative functions.
• Support departmental initiative and special projects.
• Perform other duties as assigned to support business and department objectives.

Education/Experience:

• High School Diploma/GED
• 3-5 years relevant work experience, preferably in a manufacturing/plant environment
• Secretarial certificate or equivalent experience;
• Experience working in a fast-paced environment and prioritizing competing priorities;
• Experience working with diverse management styles and personalities.

Qualifications:

• Competent working with computers; working knowledge of Excel, Microsoft Office, and other computer software;
• Ability to operate office equipment, printer, copy machine, multiple phone lines, etc.
• Excellent time management skills and proven ability to prioritize tasks/projects;
• Ability to learn quickly and work well under pressure;
• Ability to work independently or as part of a team;
• Ability to keep information confidential and private
• Excellent communication skills, oral and written; excellent telephone skills

Physical Requirements:

• Must be able to work at a computer to research, send and receive information, and generate reports.
• Able to communicate by phone and in person. Listen and observe others while communicating in person.
• Sit for extended periods when working in office.
• Some stooping and bending when filing and moving boxes of materials and files; lift up to 20 lbs.
• Walk on paved and unpaved surfaces. Climbing stairs and ladders.
• Criminal background check and drug screen required.

Alto Ingredients, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.