Administrative Professional III- Facilities Management

Salary: $23.52 Hourly
Location : Janesville, WI
Job Type: Full Time
Job Number: RC-0804431
Department:Facilities Management - Courthouse
Opening Date: 12/13/2023
Closing Date: 1/5/2024 5:00 PM Central
Position Summary and Job Duties
The Facilities Maintenance Office Coordinator is responsible for organizing and coordinating the operations of the Facilities Maintenance Department in order to ensure organizational effectiveness and efficiency. These duties include but are not limited to supervision and organization of departmental office activities to ensure the implementation of all policies, projects, inspections, management of all facilities expenditures in order to facilitate accurate and timely financial data and the directing and coordinating of departmental resources. Provides front end support to the Facilities Management Department and staff. Initiates purchase requisitions, reviews, and processes invoices for payment under a large and complex departmental budget. Coordinates and monitors contracted services and service agreements on building equipment. Assist in budget process.
50%- Provides Administrative Management Services for the Facilities Maintenance Department:

• Assist the Facilities Superintendent with Department Administration by maintaining and improving operational efficiencies and overseeing administrative tasks. Coordinates with the Facilities Director and Superintendents in the creation, preparation and implementation of relevant departmental programs and plans.
• Track and schedule all inspections for County owned buildings that is set by the Facilities Superintendent.
• Enter and track contracts in Laserfiche. Prepare and obtain appropriate signatures and renewals.

Set up and Track Departmental Orientation Training Programs:

• Maintain Staff Training records.
• Maintain capital project records.
• Monitor work order status.
• Keep records and track all projects that reduce energy to meeting the 25% reduction.
• Keep departmental policy and procedures up to date and current.
• Monitor and track all building tenant leases and fairgrounds rental contracts and agreements.

Provides Financial Management Services for the Facilities Maintenance Department.

• Provides daily financial management and oversight of the Facilities Management expenditures.
• Approve and process all invoices into Finance Enterprise so they are ready for the Superintendent's final approval.
• Coordinates and assists in the planning, preparing, reviewing and maintaining of the department budget with day-to-day oversight of line item accounts.
• Call contractors to schedule the inspections and testing.
• Complete and process service requisitions for all required inspections per State code.
• Processes requisitions for regular and blanket purchase orders.
• Complete and track and update preventative maintenance tasks monthly for Maintenance staff.
• Enters purchase orders in Finance Enterprise and match invoices with requisitions.
• Process incoming invoices and forward to Facilities Superintendent for approval.
• Supervises the examination and verification of disbursements and receipts for completeness, accuracy and appropriate application and preparation for entry into appropriate accounts.
• Supervises and prepares the verification and distribution of receipts, reports and disbursements as authorized on behalf of the department.

Provides Resource Management Services for the Facilities Maintenance Department:

• Receive repair requests and phone calls for maintenance several times a day, and determine the urgency of the requests and the proper method to resolve the issue. Resolve issues if Maintenance, the Director, or the Superintendent are unavailable for input.
• Process incoming and outgoing mail for the facilities Management Department.
• Serves as point of contact for staff inquiring about equipment issues and office moves.
• Contact vendors and/or maintenance for items that require further maintenance.

Maintain Accurate SDS records:

• Monitor and update the Master SDS library for Facilities management.
• Conduct the annual inventory audit

Respond to all Facilities management requests for phone/fax/copier repairs, moves, and changes:

• Perform troubleshooting as directed by IT staff.
• Complete requests via Online Telephone Request System.
• Serves as point of contact between Information Technology and the Facilities Management Department. For cell phone, desk phones, equipment changes etc., via IVANTI for computer, fax and copy repairs for all Facilities Management Staff.

Maintain\Track the Facilities management keys and Card access:

• Once key requests are received, keys are issued according to a room and system directory.
• Accurate records must be kept to insure that keys issued, are returned when employment ends. Keys must be returned and records updated.
• Process card access change requests

Miscellaneous administrative duties:

• Facilities Management enters into annual service agreements on building equipment and systems. Pricing and contract terms must be obtained and contracts executed. Contracts are entered into Laser Fiche and tracked pending approval. Invoices are vouchered once the terms and conditions of the contract are confirmed with vendors and Facilities Management M staff.
• Secure the necessary information through accident/injury reports from visitors and employees.
• Assist the Director and Superintendent as needed and may include compiling reports, obtaining quotations, completing budget forms and other information used during the annual budget process.
• Enter all County Energy and water bills into Energy Star. This information is used by the Director to track building energy performance.
• Maintain\Update all Disaster and Safety Manuals located throughout Rock Haven.
• Update Vendor MOU's Yearly.
• Assist and prepare documentation for yearly fire and code officials which includes updating information needed to be in compliance.
• Schedule\book trainings and events for Maintenance Superintendent and staff when needed. Includes sending in membership dues when required.
• Performs new staff orientation trainings and yearly mandatory Fire Safety training. Attend and take minutes for different committees.
• Assist in creating/updating\maintaining Emergency Preparedness manual used throughout Rock Haven and required by the State.
• Completes monthly QA report for Facilities Superintendent and Director.

Other duties as assigned
Success Factors (KSA's)

• Ability to make independent work decision in accordance with precedents and regulations and apply these decisions to work situations.
• Working knowledge of bookkeeping, accounting principles, purchasing, inventory management, construction and building terminology, computers, duplicating, problem solving and customer service.
• Skilled in the use of computers, office equipment, multi-functional copiers, duplicating equipment and mail machines.
• Ability to deal effectively with vendors, contractors, County Departments, employees and the public.
• Considerable knowledge of business English, spelling grammar and punctuation.

Job Requirements, Education, Training & Experience

• Associate Degree in secretarial science or related or equivalent experience. Graduation from a high school or its equivalent.
• Additional education or equivalent experience in business, procurement, bookkeeping, accounting.
• Strong computer skills.
• Five or more years of responsible office work experience

Essential Job Functions (physical elements, equipment and working conditions)

• Ability to sit, stand, bend, unpack, and stock shelves.
• Lift items ups to 30 pounds.
• Able to use typewriter, adding machine, copier, fax, computer, printer.

Rock County Employee
Facts and Benefits Highlights

• Rock County historic and cultural attractions:Rock County is in south Central Wisconsin along the Illinois border. The County has a population of 161,188 making it the ninth largest County in Wisconsin. Janesville, Wisconsin (pop. 64,009) is the county seat. Janesville is located on the I39/90 corridor, forty miles south of Madison, seventy-six miles west of Milwaukee and about two hours from Chicago.

Rock County's many historic and cultural attractions include the City of Evansville historic district, Beloit College (an acclaimed liberal arts institution located in the City of Beloit) and the City of Janesville's Rotary Botanical Gardens and Tallman House (an exceptional example of Italian villa style architecture from the mid 1850's).
The Cities of Janesville and Beloit have a combined symphony orchestra, as well as individual performing arts centers. The Rock County Fair and Riverfest are regional cultural celebrations held every summer in the Cities of Janesville and Beloit respectively. These Cities both have extensive park and open space networks, including portions of the Ice Age National Scenic Trail, a Statewide trail commemorating the State's geologic history. Additionally, the Rock River runs through these Cities, offering many recreational opportunities.

• Salary:

Employees are paid every two weeks on Friday (26 checks in a year). Paychecks are directly deposited in the employee's bank account. There is a two-week delay between the pay period worked and the payday. New employees generally wait four weeks before they receive their first check, which is a live paper check. Direct deposit is a requirement of employment.

• Holidays (Ordinance 18.501):

The following holidays are observed by the County and shall be granted to regular employees with pay and to temporary employees without pay, unless such employees are required to be on scheduled work:
(a) New Year's Day
(b) Martin Luther King Jr. Day
(c) Spring Holiday to be observed the Friday immediately preceding Easter
(d) Memorial Day
(f) July 4th
(g) Labor Day
(h) Thanksgiving Day
(i) Friday following Thanksgiving
(j) Day before Christmas
(k) Christmas Day
(l) One Floating Holiday
(m) Any additional holiday granted by the County Board.
(n) The County Administrator may designate additional holidays in unusual circumstances with the approval of the County Board Chair and/or Vice Chair.
For employees working the standard work schedule, when a holiday falls on Saturday, it shall be observed on the preceding Friday. When a holiday falls on a Sunday, the following Monday shall be observed.
For employees not working the standard work schedule see the HR Policies and Procedures.

• Vacation (Policy & Procedure Manual 5.47):

Employees (.4 FTE or greater) hired on or after April 10, 2023, shall earn vacation according to the following schedule:

• Health Insurance including our Wellness component:

Rock County offers a dual choice point of service plan. Employees will have a choice to elect coverage with either Dean Health Care or Mercy Health Care. Employees can enroll within the first 30 days of employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. The County will pay 90% of the premium for health insurance and the Employee may earn the remaining 10% of the premium, based on the terms of participation of the Healthy Employee Incentive Program.

• Sick Leave (Policy 5.39):

Sick leave pay shall commence on the first day of any period of illness due to accident, injury, or disease.
All full-time employees shall earn one sick leave day per month of continuous employment. All part-time employees whose regular workweek is sixteen hours or more shall earn one sick leave day on a prorated basis directly in relation to the normal full time employment period. All part-time employees, who work less than sixteen hours per week, shall not earn sick leave. Temporary and seasonal employees are not eligible for sick leave. Sick leave shall accrue to a maximum of one hundred thirty days.

• Dental Plan:

The County offers a dental plan through Delta Dental and will pay 60% of the applicable
premium for the lowest cost plan. Employees can enroll within the first 30 days of
employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.

• Vision Plan:

The County offers a vision plan which employees can enroll in at their own cost. Employees
can enroll within the first 30 days of employment, after that there is an annual open enrollment
period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made.
Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.

• Life Insurance:

The County provides term life insurance through the State of Wisconsin Plan. Employees can purchase insurance in increments based on their salary, up to five times their salary. The County will contribute 20% of the cost for the first increment only - one times the employee's salary. Employees can also purchase coverage for their spouse and/or children.
*Eligibility for this benefit is tied to whether the employee is eligible for retirement benefits. (You must be expected to work f...