ADMINISTRATIVE SPECIALIST - FACILITIES

La Crosse County

  • La Crosse, WI
  • Permanent
  • Full-time
  • 20 days ago
OverviewFLSA: Non-Exempt This is a confidential administrative/management support position to staff and management of the La Crosse County Facilities Department. Employee works under limited supervision reporting to the Director in performing specialized financial, administrative, clerical, and personnel-related functions of considerable difficulty and responsibility. Assists and provides support to Department Head in administrative functions to assure the smooth operation of the department.Essential Leadership FunctionsAct with Integrity and Build Trust
  • Demonstrate mutual respect, humility, and honesty in all interactions
  • Speak up appropriately, even when expressing unpopular viewpoints
  • Actively listen and remain open-minded to diverse perspectives
Drive for Results
  • Set clear goals and objectives to motivate self and others to achieve outcomes
  • Seek new opportunities to improve processes and drive sustainable results
  • Hold self and others accountable through consistent evaluation and monitoring
Develop Talent and Effective Teams
  • Foster a collaborative environment that encourages knowledge sharing and growth
  • Provide mentorship and support to help self and others reach full potential
  • Recognize and leverage diverse strengths within self and team
Lead with Vision and Strategy
  • Understand and communicate a compelling vision that aligns with organizational goals
  • Develop and execute comprehensive strategies to achieve long-term objectives
  • Connect daily work to the bigger picture, inspiring self and others to contribute meaningfully
Lead with Paradoxical, Critical, and Agile Thinking
  • Navigate complex situations by considering multiple perspectives
  • Adapt quickly to changes and uncertainties in the work environment
  • Make critical decisions using analytical skills, experience, and input from others
Build and Maintain Effective Relationships
  • Communicate and collaborate effectively with stakeholders across the organization
  • Influence others through coaching, consulting, and team-minded thinking
  • Develop and sustain partnerships that create positive outcomes for all stakeholders
Cultivate Community Engagement and Provide Excellent Service
  • Understand and address the needs and concerns of the community
  • Incorporate community perspectives into decision-making processes
  • Drive initiatives that create positive impacts beyond the organization
Demonstrate Emotional Intelligence
  • Show self-awareness and manage emotions effectively in challenging situations
  • Seek and respond constructively to feedback, even in the face of setbacks
  • Balance empathy with accountability when leading self and working with others
Essential Job FunctionsAnswers routine questions from the community, staff and other departments and assists in resolving complaints received by the Department.Assists in annual budget creation. Responsible for preparing complete and accurate financial reports for management staff using access databases, spreadsheets, and various other computerized records and software. Creates and updates spreadsheets using routine and advanced spreadsheet functions and computerized financial system.Responsible for compiling, analyzing, and validating financial, demographic, and statistical data to assist department management with fiscal decisions.Responsible for financial related tasks with limited oversight including: maintains and balances petty cash, prepares deposits, checks invoices against packing slips and purchase order, prepares payments and interdepartmental billings, balances departmental budget, including parks and campgrounds.Reconciles department financial transactions in computerized financial system. Tracks weekly, monthly, quarterly, annual rents. Creates carry forwards at end of year for dept to give to finance.Responsible for Maintaining Capital Project files including tracking invoices, payments, and project balances.Responsible for tracking critical equipment files including tracking purchases, repairs, maintenance records and maintenance contracts. Assists Director with projections and fiscal projects as needed.Responsible for Maintaining Contract files including documenting contract dates and all actions taken, making payments according to contract, tracking receipt of funds according to contract. Keeps management abreast of contract dates.Coordinates with custodial and maintenance staff to prepare a listing of consumable inventory. Inputs data into form, updates cost and prepares report for Finance.Provides purchasing requirements and guidelines to all staff within the department.Advises the department in day-to-day budgetary decisions.Responsible for tracking and coordinating mandated state level inspections of all county equipment such as chillers, boilers and elevators.This is a public service position and employee is courteous, cooperative and respectful always with other employees, supervisors, public officials in addition to the general public.Physical demands: Large percentage of time is spent sitting at a desk, using oral communication, judgment, hearing, near vision, fingering for keyboarding and calculators, reading and writing. Handles papers and manuals, etc., lifts files, copy paper and other office supplies and materials. Sits, stands, bends and reaches intermittently throughout the day. Occasionally moves about the office building and travels to other offices or sites for meetings.Related Job FunctionsPerforms clerical support functions for the Department Head as a back-up.This job description is not intended to encompass every job duty or responsibility and is only illustrative. This position is responsible to perform other duties as assigned or required.Knowledge, Skills and AbilitiesKnowledge of the functions, procedures, organization, laws and regulations governing the administration of the agency or department.Knowledge of up-to-date office practices, procedures and equipment. Knowledge of fundamental policies of public employee personnel practices and procedures.Ability to carry out special and general assignments requiring organization of material and development of procedures, with minimum supervision.Ability to exercise judgment and discretion in the application and interpretation of departmental policies and regulations; ability to maintain confidentiality.Ability to compose clear and concise written communications, instructions, and policies/procedures.Ability to initiate and install administrative procedures and to evaluate their effectiveness.Ability to establish and maintain effective relationships with the general public, County Officials and employees and to function well as a part of a team, and to deal effectively with clients and callers and resolve conflicts.Ability to maintain high level of organization.Ability to "connect the dots" and apply information received to all aspects of multiple tracking and monitoring responsibilities.Ability to adapt to and coordinate changes in a fast-paced environment.Familiarity with and ability to work on various computerized system for data input, word processing, and spreadsheets.Training, Experience and Other RequirementsAssociate Degree in Administrative Assistant, Business Administration, Accounting, or related field.One-three years of office experience; two of the five years must be at an administrative level.Experience in financial record-keeping including accounts payable, accounts receivable, cash receipting, third-party billing, and account reconciliation.Proficiency in using Microsoft Office Software (Word, Excel, Publisher, Teams, PowerPoint, and Outlook Scheduler).High level of interpersonal skills and organizational skills. Good grammatical, spelling and punctuation skills.Meticulous attention to detailMust be a team player to work in a fast-paced environment.May consider other relevant combinations of education and experience that provide equivalent knowledge, skills, and abilities.

La Crosse County