Administrative Associate IV - Facilities

JOB REQUIREMENTS: Why This Role Matters: As the Administrative Associate IV, you'll 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 you're someone who loves variety, problem-solving, and making systems work seamlessly, this is a fantastic place to grow your career. What You'll 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 County's financial system. Oversee the County's 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. ***** OTHER EXPERIENCE AND QUALIFICATIONS: 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 of Munis (ERP software system) preferred but not required ***** APPLICATION INSTRUCTIONS: Apply In Person: Portage County Human Resources 1462 Strongs Ave. Stevens Point, WI 54481 Deadline- 10/28/26 Apply Online: www.co.portage.wi.gov Other: You may also call 715-346-1327 to have an application mailed to you. A completed Portage County employment application must be submitted by 10/28/26 to be considered for this position.