Assistant Administrative - Das Facilities (Arch Engineering)

Interested in joining Milwaukee County? Milwaukee County is searching for authentic people who are out to change the game and bring their whole selves to work every day.
Milwaukee County oversees operations from our Airport, Behavioral Health, Child Support Enforcement, Combined Court Operations, Sheriffs Department, Community Reintegration Center, Human Services, Parks, Public Safety, Public Works, Fleet Operations, Transportation, and at the Zoo. Our departments are also dedicated to our Seniors in the Department on Aging, those with Disabilities, and Veterans Affairs. Our employees also remain committed to serve the cultural, human, recreational and social needs of the entire community.
Milwaukee County offers a wide variety of interesting jobs for people who want to make a difference in our community. Milwaukee County provides a competitive benefit package and is an Equal Opportunity Employer. If disability related accommodations are needed, please contact 414-278-3936.
We are searching for Changemakers to come and join our team and discover our diverse and versatile community of independent spirits and unique talents, we are redefining the way you think about Milwaukee County!
Closing Date: 03/31/2024 @ 10.59 pm upon receiving 50 applications.
Job Summary -
The objective of this position is to provide direct administrative and project compliance support to the AE&ES Director and Project Managers through system administration, as well as tracking. Additionally, responsibilities will include other project management functions such as TBE and residency compliance management, reporting, processing of project documents, record management, general office needs, and training and quality assurance. This position requires a collaborative work style, a high level of organizational skill, and the ability to prioritize/multi-task in a fast-paced environment.
Role Responsibilities –

• Internal system administration - training and support for project management software - Perform system administration using various project management software systems to generate, track and monitor project records. Review, analyze, and prepare reports showing status and performance to date from project planning through closeout. Trouble shoot software issues and create service requests. Train internal and external staff on software systems used in project management.
• Project and work management coordination - Provide AE&ES staff with support and training, including but not limited to the following: B2GNow contract payment and TBE participation compliance tracking; LCP Tracker contract payment certification and residency goal tracking; Bid Express electronic bidding; DocuSign electronic signature processing; Infor Cloud Suite project and budget financials; Initiate phase 1 of project closeout; Act as liaison between internal and external project participants.
• Monitor contract compliance with local, state, and federal regulations - Coordinate/communicate with Contractors and Consultants, including responsibility for conducting contractor pre-qualification screenings. Monitor contracts for compliance with state, federal and county ordinances, resolutions, and other relevant administrative regulations. Direct Contractors and Consultants utilizing B2GNow and LCP Tracker to ensure system access and user competency. Enforce and attain full project compliance, verify subcontractors, and complete audits (in collaboration with other departments).
• Administrative Manual of Operating Procedure (AMOP) - Enforce and develop Standard Operating Procedures to meet County objectives and ensure compliance; review and revise existing procedures as needed.
• Administrative support - Provide backup support for administrative staff while delivering superior customer service. Ensure submittal deadlines are met, assume responsibility for Quality Assurance / Quality Control of services and work products, perform electronic filing, process incoming/outgoing mail, replenish office supplies as needed, answer multiple phone lines, work with administrative staff to support AE&ES mission to provide superior customer service and excellent project delivery.
• Maintain Archive Records - Describe, identify, locate and manage archival storage of project related files including but not limited to: plans, specifications, operation and maintenance manuals, design reports, environmental assessments and record/shop drawings. Categorize files by description, storage location and format. Coordinate with existing entries in Record Inventory Database systems as needed per County retention standards.
• Convert Paper to Electronic Files - Review existing paper files and asset as-built drawings for conformance with record retention standards. Scan appropriate existing paper files and upload to electronic storage.
• Other duties as assigned.

Minimum Qualifications –

• Current resident of Wisconsin
• High School Diploma and above
• At least One (1) year or more experience in Project Management/Administrative/Clerical.
• This position requires an ability to follow purchasing agreement requirements, to utilize electronic spreadsheets for budget and expense tracking, and the ability to interpret material and labor billings according to actual work performed.
• Superior organizational skill, highly collaborative work style, and the ability to prioritize/multi-task are a must for this position.

Additional Qualifications -

• Must have thorough knowledge of and skill with MS Office and experience in data input and analysis using spreadsheets.
• Experience with software incorporating business process workflows desired.

This role is a Full Time and 5 days In-Person at office.
Note: This Original Examination is open to current residents of the State of Wisconsin. The selection process will be job related and will consist of one or more of the following: education and experience evaluation; written, oral, or performance tests, or other assessment methods.
Milwaukee County is committed to fostering an equitable working environment, free from discrimination and harassment, on the basis of any characteristic protected by law. We prohibit any form of discrimination, harassment based on race, color, religion, sex, gender, gender identity or expression, sexual orientation, pregnancy, pregnancy related condition, national origin, age, disability, FMLA status, sexual orientation, military status, marital status, or any other category or status that is now or in the future protected by federal, state, and local law. We maintain a drug-free workplace and perform pre-employment substance abuse testing, background checks and pre-employment physicals subject to job requirements. If special accommodations are needed, please contact 414-278-3936.