Administrative Associate IV - Facilities

Portage County; Stevens Point (WI); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

Vacation

Health insurance

Wellness incentive

Flexible spending account

Dental insurance

State retirement plan

Paid holidays

Paid sick leave

Life insurance

Long term disability

Employee Assistance Program (EAP)

457(b) Deferred Compensation

PSLF Program

Job summary

Portage County Facilities department is hiring a full-time Administrative Associate IV to support the Facilities Director with budgeting, invoicing, and data reporting across 10 locations. The role requires meticulous financial analysis and strong communication with vendors and internal departments.

Key duties include maintaining security and safety programs, processing procurement, and coordinating meetings, agendas, and minutes for the Space and Properties committees.

Qualifications

• Minimum 1 year experience in an Administrative Assistant level position with emphasis on financial data analysis.
• Proficiency in Excel, Word, Access and Microsoft products.
• Knowledge of Munis ERP software preferred but not required.

Responsibilities

• Provide administrative support to the Facilities Director including budgeting, invoicing, and account reconciliation.
• Schedule and monitor preventative maintenance and work orders across multiple locations.
• Maintain vendor relationships and process requisitions and invoices.
• Prepare agendas, minutes, and reports for Space and Properties meetings.

Skills

Data analysis

Excel

Word

Access

Education

High school diploma or equivalent

1 year administrative experience

Tools

Munis

Job description

Portage County Facilities department is hiring a full-time Administrative Associate IV to join their team!

Pay range starts at $24.71 / hr

Summary of Position:

Provide administrative assistance to the Facilities Director with duties including ordering, invoicing, voucher processing, tracking of hard keys and access system, preventative maintenance program, safety programs, budget, various account reconciliation, committee reports including agenda’s and minutes. Track, analyze and display data for monitoring and reporting purposes.

What are the primary job duties?

• Schedule and monitor preventive maintenance program.
• Monitor work orders generated in-house by other departments for requests and repairs.
• Maintain inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders.
• Check service invoices for accuracy, internal department approval for payment. Contact vendors as necessary.
• Maintain security files for entire DSX system, 10 locations and 260 readers for all County employees, elected officials and staff, City employees, UWSP officers, and public and private school security systems.
• Compiles statistical, financial, and narrative reports on budget line items.
• Assists with annual budget for Facilities department budget.
• Procurement card and requisition account reconciliation.
• Enter in County’s financial system general billing invoices for various tenants and sales.
• Monitor, Maintain the Safety program and schedule trainings.
• Responsible for MSDS compliance.
• Reconcile monthly credit card statements and fuel card statements.
• Responsible for creating agendas for Space and Properties Meetings.
• Responsible for recording meeting minutes, posting meeting notices and assuring meetings are properly noticed.
• Schedule interviews for perspective employees.
• Dispatch work orders and urgent needs line phone calls when needed as a back up. Responsible for maintaining urgent needs 24/7 by forwarding phone daily to on-call person.
• Contact appropriate vendors for repairs.
• Interact with all departments and resolve problems and issues.
• Responsible for working with vendors for building signage for Facilities Management Department approval.
• Create requisitions for Facilities Management Department for approval.
• Establish and maintain vendor relationships and demonstrate good interpersonal skills to effectively communicate with vendors by telephone and in person.
• Check status and follow-up of open purchase orders and invoices in a timely and efficient manner.
• Manages County shipping and receiving.
• Act as a liaison between the County and Vendors for break room/vending services.
• Makes training arrangements.
• Train Facilities employees on County’s financial system, time tracking, and procurement cards.

What are the minimum requirements?

• High school diploma or equivalent with a minimum of 1-year experience in an Administrative Assistant level position, with emphasis on financial and analysis of data.
• Must be proficient in Excel, Word, Access and Microsoft.
• Knowledge ofMunis(ERP software system) preferred but not required
• Must have a valid driver's license and access to an insured vehicle.

Portage County offers a GREATbenefit package, which includes the following;

• Vacation - available on day one!
• Health insurance - your choice of two health plans - (Health Savings Account associated with a High Deductible Health Plan with a County contribution or a PPO Co-pay plan)
• Wellness incentive plan offered with health insurance enrollment! Earn up to $600 per year!
• Flexible spending account
• Dental insurance
• State of Wisconsin Retirement Plan - County contribution of 7.2%!
• Paid holidays
• Paid sick leave
• Life insurance - premium paid by the County (must work a minimum of 30 hrs/wk)
• Long term disability insurance - premium paid by the County (must work a minimum of 30 hrs/wk)
• EAP (Employee Assistance Plan) - paid by the County
• 457(b) Deferred Compensation Plan
• Public Student Loan Forgiveness (PSLF) Program

Deadline to apply: 4:30 pm on Wednesday, October 28th

Portage County is an Equal Opportunity Employer