Administrative Associate IV Facilities

Join the Portage County Facilities Team!

Were excited to announce an opportunity for a full-time Administrative Associate IV to become a key member of our Facilities Departmenta role perfect for someone who enjoys keeping operations running smoothly and thrives in a fast-paced mission-driven environment.

Pay range starts at$24.71/hr

Why This Role Matters:

As the Administrative Associate IV youll be the organizational heartbeat of the Facilities Department. Your work supports everything from budget preparation to safety planning vendor coordination maintenance tracking and building access management across multiple County locations. If youre someone who loves variety problem-solving and making systems work seamlessly this is a fantastic place to grow your career.

What Youll Do:

Lead the scheduling and monitoring of our preventive maintenance program.
Track and manage work orders and repair requests from County departments.
Maintain inventory anticipate supply needs and expedite purchases.
Review service invoices for accuracy coordinate approvals and communicate with vendors.
Manage security files across 10 locations and over 260 access readers.
Compile financial statistical and narrative reports to support data-driven decisions.
Support annual budget preparation for the Facilities Department.
Reconcile procurement card and requisition accounts.
Process general billing invoices in the Countys financial system.
Oversee the Countys Safety Program and training schedules.
Ensure MSDS compliance.
Reconcile monthly credit card and fuel card statements.
Prepare agendas and record minutes for Space & Properties Committee meetings.
Schedule interviews for prospective employees.
Serve as a backup for dispatching urgent work orders and maintaining the 24/7 urgent needs line.
Coordinate with vendors for repairs and signage.
Create requisitions and maintain vendor relationships.
Monitor open purchase orders and follow up as needed.
Manage countywide shipping and receiving.
Serve as the liaison for break room and vending services.
Arrange employee training sessions.
Train Facilities staff on financial systems time tracking and procurement cards.

What are the minimum job requirements

High school diploma or equivalent plus at least 1 year of administrative assistant experience focused on financial tasks or data analysis.
Strong proficiency in Excel Word Access and Microsoft applications.
Experience with Munis (ERP system) is a plus but not required.
Valid drivers license and access to an insured vehicle.

Why work for Portage County

Portage County offers a great benefits package including:

Vacation available on day one
Two health plan options (including an HSA plan with County contribution)
Wellness incentivesearn up to $600 per year
Flexible spending account
Dental insurance
Wisconsin Retirement System with 7.2% County contribution
Paid holidays and sick leave
County-paid life insurance and long-term disability (30 hours/week)
Employee Assistance Program
457(b) Deferred Compensation Plan
Eligibility for Public Service Loan Forgiveness (PSLF)

Apply By: 4:30 PM on Wednesday October 28th

Portage County is an Equal Opportunity Employer

Required Experience:

IC