ADMINISTRATIVE ASSOCIATE II - FACILITIES

Winnebago County, Wisconsin; Wisconsin; On-site; USD 26,000 - 29,000; Full time

Job summary

Winnebago County, Wisconsin is seeking an Administrative Associate II to provide secretarial and clerical support to the Facilities Department at the County Maintenance Facility. This role handles reception, data entry, timekeeping coordination, purchasing documents, and minutes for committee meetings.

The position requires a high school diploma and some related office experience, with proven organizational skills. Typical hours are 40 per week, from 7am to 3pm, full-time on-site.

Qualifications

• High school diploma required.
• Some related office experience preferred.
• Ability to type accurately and maintain confidentiality.

Responsibilities

• Serves as receptionist, answering phones, receiving guests and routing calls.
• Types, files, maintains records, and handles bookkeeping and reports.
• Processes work orders and maintains security and timekeeping records.

Skills

Typing 45 wpm

Bookkeeping

Confidentiality

Office organization

Microsoft Office

Minutes taking

Interpersonal skills

Customer service

Communication

Education

High school diploma

Job description

ADMINISTRATIVE ASSOCIATE II - FACILITIES

Admin. Assoc. II - Facilities

POSITION TITLE

Administrative Associate II

LOCATION

County Maintenance Facility

HIRING RANGE

$19.25 - $21.39/Hr.

STATUS

Full-time

HOURS PER WEEK

40

WORK HOURS

7am – 3pm

DEPARTMENT

Facilities and Property Management

PAY BASIS

Hourly

PURPOSE AND SUMMARY

Provides secretarial and clerical assistance to the Facilities Department.

ESSENTIAL FUNCTIONS

1. Serves as receptionist, receiving guests, answering the telephone, screening and routing calls, and distributing mail.
2. Types and files documents, performs bookkeeping and record keeping. Keeps office equipment ready to use. Orders office supplies. Maintains security system records and generates reports. Assigns and administers security cards.
3. Processes work orders from County departments on a specialized software system.

ADDITIONAL ESSENTIAL DUTIES

1. Maintains the electronic ID badge/access-card system and related reports.
2. Records, maintains and processes electronic employee timecards. Keeps records of employee vacations and other leaves of absence. Verifies timecard entries against departmental records and communicates with Payroll.
3. Maintains, orders, stocks, and distributes supplies.
4. Maintains employee records and forwards related paperwork to Human Resources.
5. Processes purchasing documents, including requisitions, specifications, and forwards related paperwork to the Finance Department.
6. Maintains departmental files, including cleaning/maintenance records, materials‑safety data sheets and book, hazardous chemicals inventory, indirect cost reports, and employee work records.
7. Takes minutes of Facilities and Property Management Committee meetings.
8. Maintains the department’s key inventory.
9. Orders office supplies. Receives shipments and reconciles purchase and delivery amounts.
10. Performs other related duties as may be assigned.

WORK RELATIONSHIPS

1. Reports to Director of Facilities.
2. Works with Facilities and Grounds Manager, Accounting Associate, Maintenance Supervisors, other Facilities and County employees, and the public.

REQUIRED EDUCATION, EXPERIENCE, TRAINING, AND CERTIFICATION

1. High school diploma.
2. Some related office experience.

KNOWLEDGE, SKILLS, AND ABILITIES

1. General knowledge of office terminology and bookkeeping practice
2. Ability to work under limited supervision and maintain confidentiality. Considerable ability to effectively organize work.
3. Ability to type accurately at a rate of 45 words per minute.
4. Ability to file information properly and consistently.
5. Ability to work effectively with frequent interruptions, changing priorities and in emergencies.
6. Ability to handle money and work accurately with figures.
7. Computer skills including familiarity with Microsoft Office applications and ability to learn specialized software.
8. Ability to take complete and accurate minutes of committee meetings.
9. Ability to establish and maintain effective working relationships and deal cordially with the public.

PHYSICAL REQUIREMENTS

1. Ability to perform most work from a sedentary position.
2. Ability to function in situations encountered in a normal office setting.
3. Ability to use standard office equipment including telephone, computer, printer, photocopier, and scanner.
4. Ability to frequently bend, stoop, climb, and lift during a shift.
5. Ability to lift items up to 50 lbs. on occasion.
6. Ability to perform work from a standing or walking position throughout a shift.