Administrative Associate IV

• 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 Countys 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 Countys financial system time tracking and procurement cards.

• 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 drivers 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

Portage County is an Equal Opportunity Employer