Facilities Coordinator

Salary : $24.93 - $29.20 Hourly

Location : 111 N. Jefferson St. Green Bay, WI

Job Type : Full-time

Job Number : 2024-01213

Department : Facilities

Opening Date : 12 / 16 / 2024

Closing Date : Continuous

Job Summary

Performs administrative duties for the department. Primary point of contact for other County Departments to request services from the Facilities Department. Assists with organizing and distributing work requests received with the Facilities Director, Custodial Supervisor, and Mechanic Supervisor. Depending on scope of work, run job requests independently. Originate, process, track and record work orders using SharePoint Building Management System. Primary purchasing agent for the department. Assists with Fleet management; manages the maintenance and vehicle replacement cycle of non-Highway, non-Sheriff and passenger vehicles of the Brown County.

Essential Duties

Plans, organizes and develops the budget with the guidance of the Facilities Director. Facilitates the budget process for the Facilities Department.

Performs month-end accounting procedures. Prepares financial reports for Facilities Director. Analyzes, transfers, and balances department detailed financial records to the County's general ledger.

Ensures accuracy of financial reporting, account codes, and balance sheet accounts. Prepares department monthly, annual and end of year financial reports.

Verifies, tabulates records and balances invoices, checks, vouchers, orders, receipts and other financial material on a routine basis for daily operations.

Receive and process invoices, create purchase orders, guarantee goods and services have been received, and oversee department inventory. Assists with budget development of the 5-year capital improvement plan and compliance for the department including related capital projects.

Receives and accounts for monies handled, balances and makes daily and / or weekly deposits.

Oversees, and works with others regarding purchasing. Purchases would include, but are not limited to the following : reoccurring orders, supplies, projects, remodels, equipment replacements, etc. Follow purchase order requirements and procedures in coordination with the purchasing department and Facilities Project Manager.

Acquires, maintains, and seeks specialized knowledge of the department. Manage department SharePoint Site. Update pages, apps, lists, forms, Facility buildings, employee directories, contact information, service information, web pages, intranet pages and other site-specific data points as needed.

Compiles data independently and makes various reports in conformance with established regulations and procedures. IE Specialized analytics of energy use are formulated to assist in making Facility-wide decisions to ensure building occupancy, energy use and resources are optimized.

Coordinates the onboarding and offboarding process for new and leaving department employees.

Supports Facility Director with interviews, evaluates, and recommends current employees and prospective applicants. Assesses staff needs and facilitates training based on skills needed to complete services. Provides assistance with performance evaluations for employees as needed.

Process and approve where necessary daily timecards and ensure records match payroll (KRONOS).

Create various department specific schedules, update the SharePoint staffing calendar accordingly.

Point of contact for communications and inquiries from other county departments that are requesting repairs or housekeeping services.

Originate, process, track, and record work orders.

Oversee that all work and work orders conform to federal, state, county and departmental standards and policies.

Share in the responsibility of a 7-day on-call rotation to ensure emergency repairs and services are in order outside normal business hours as needed.

Acquires and schedules outside contractors to service technical equipment while satisfying code regulations and maintains proper service inspections and reports.

Estimates and purchases replacement parts, supplies, equipment, and develops specifications for / and proposals. Assist with research and documentation of projects and repairs of all sizes and types.

Provides Admin level Card Access / Security Systems technical support. Must be able to learn Pinnacles software and Sielox hardware platform to provide assistance with building security.

Assist with managing the Brown County Fleet program. Provides user access in GeoTab, coordinate vehicle pick-ups, trades, internal auction inspections, and GPS installations. Prepare budget, receive and process invoices, and coordinate meetings with the fleet working group. Works with Administration and departmental contacts to ensure their employees have safe vehicles and are following Brown County vehicle use policy. .

Attend meetings as needed to assist Facilities Director and represent the Facilities Department.

Assumes additional responsibilities in the absence of the Facilities Director.

MATERIALS AND EQUIPMENT USED :

Facility Planning, Project Management, and estimating software programs, AutoCAD, Pinnacle, GeoTab, Kronos, New World, Tridium, Microsoft 365 Suite including SharePoint, Lists, Forms, Power apps and Teams.

Minimum Qualifications Required

Education and Experience :

Associates degree in related field such as facilities management, business administration, or accounting preferred, or any equivalent combination of education, training and experience which provides the necessary knowledge, skills and abilities.

Licenses and Certifications :

Valid Wisconsin Driver's License

Knowledge, Skills & Abilities

Knowledge, Skills and Abilities :

Knowledge of purchasing procedures.

Knowledge of and ability to utilize a computer and the required software.

Knowledge of principles of budgeting.

Knowledge of billing, collections, and other financial functions.

Knowledge of modern office management, organization, policies, practices and procedures.

Knowledge of bookkeeping and basic accounting practices and procedural methods pertaining to the department in which employed.

Knowledge of basic data processing techniques and procedures.

Knowledge of and ability to utilize a computer and the required software.

Ability to follow and understand fairly complex oral and written instructions.

Knowledge of principles, practices and procedures of project management and administration.

Ability to develop financial analyses and make recommendations based on the analyses.

Ability to work the required hours of the position.

PHYSICAL DEMANDS :

Lifting 20 pounds maximum with frequent lifting and / or carrying of objects weighing up to 10 pounds.

Intermittent standing, walking and sitting; occasional driving.

Using hand(s) / feet for repetitive single grasping, fine manipulation, pushing and pulling and operating controls.

Occasional bending, twisting, squatting, climbing, reaching, and grappling.

Communicating orally in a clear manner.

Distinguishing sounds at various frequencies and volumes.

Distinguishing people or objects at varied distances under a variety of light conditions.

Withstanding temperature changes in the work environment and exposure to potential hazards in the workplace.

Performing duties at a variety of heights, locations, and conditions.

For a summary of benefits offered, click on the link below :

Also, working for the County means you can apply for student loan forgiveness after 10 years of employment based on qualifications. Learn more here :

Salary : $25 - $29