Administrative Associate IV - Facilities

Join the Portage County Facilities Team! We’re excited to announce an opportunity for a full-time Administrative Associate IV to become a key member of our Facilities Department—a 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, 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. 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 driver’s 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 incentives—earn 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