Asset Information Specialist

Salary : $72,363.00 - $83,200.00 Annually
Location : Madison, WI
Job Type: Full Time
Job Number: 2025-00021
Department: Wastewater Operations and Reliability
Opening Date: 12/03/2025
Closing Date: 12/10/2025 11:59 PM Central

About the Position

Under the general supervision of the Reliability Process Manager, the Asset Information Specialist is the owner of the processes supporting Asset Commissioning focused on documentation and document management. This task is a critical piece of ensuring Maintenance Planners, Technicians, and Operators have access to all critical documents in a consistent and structured manner. Documents include operation and maintenance manuals, specifications, parts lists, asset and data plate pictures, and any other information provided with purchase equipment. In addition to finding this information, the position is also responsible for the upkeep and training of the processes that support this documentation. This includes Microsoft SharePoint, asset attachments, specifications, warranty and manufacturer data, and finally the physical documentation stored at Madison Metropolitan Sewerage District (MMSD).

The Asset Information Specialist provides technical competence- understands critical asset documentation and captures data accordingly. The Asset Information Specialist fosters clean document storage - developing processes and standards to ensure consistency of information. The Asset Management Specialist brings ingenuity - seeing opportunities for greater organization and efficiency within their areas of responsibility.

Who We Are
Established in 1930 to protect the lakes and streams of the upper Yahara watershed, the District is a wastewater collection and treatment utility serving about 435,000 people in 24 Madison-area owner communities covering about 190 square miles.

The District owns and operates 150 miles of pipe and 18 regional pumping stations that convey approximately 37 million gallons of wastewater to the Nine Springs Wastewater Treatment Plant daily. Through the treatment process, we recover valuable resources before returning clean water to the environment.

Our mission is to protect public health and the environment. We are dedicated to service, reliability, and sustainability, and our tradition of innovation has positioned us as a leader among clean water utilities.

Working at the District is more than just a paycheck-it is about taking care of our community and protecting one of our most valuable resources: water.

When you think about your career and what you want to accomplish in your lifetime, choose to do Work Worth Doing
* All application materials must be received by Wednesday, December 10, 2025.
Duties

The successful Asset Information Specialist will have the following qualities:

Detail Oriented: Understands the importance of accuracy and strives to produce high quality, error free work. Meticulous attention to detail.
Planning and Organization: Manages complex to-do lists based on District priorities. Forecasts future requirements consistent with District goals. Ensure systems, materials, and documents are clearly and consistently organized.
Self-Starter: Takes initiative to analyze and resolve issues with little direction to no direction.
Collaborative and Flexible: Works with multiple departments and staff at various levels within the organization; involves others to identify needs and solve problems. Thinks outside the box to solve one-off commissioning situations.

30% - Asset Commissioning Data Management and Clean-Up
• Gather critical documentation (specifications, operation and maintenance manuals, parts lists, etc.) for both existing and to be installed assets.
• Gather photos of assets and asset data plates.
• Maintains the asset documentation requirements for asset commissioning in a clean, consistent manner. Materials are easily found by technicians and planners when needed.
• Properly store electronic documentation in the proper formats and locations.
• Link stored electronic documents to associated assets in EAM system.
• Update work order data and notes with associated commissioning tasks completed.
• Gather, organize, and maintain paper documentation associated with assets in the Maintenance Facility Records Room.
• Update asset specifications with basic data points and fields.
• Manage and maintain asset manufacturer, model, serial #, and specification data to ensure it serves user needs without overcomplication.
• Tracks the health of the commissioning process using standard reports. Defines gaps, and addresses issues accordingly.
• Maintains all corresponding data fields on the asset and specification properly and accurately to avoid unclassified assets.

30% - Asset Decommissioning Data Management and Clean-Up
• Properly decommission documentation and associated asset data fields as assets are inactivated or retired.
• Remove both physical and electronic documentation from storage locations for retired and inactivated assets.
• Flag assets that require Bill of Material reviews by Planners for retired items
• Tracks the health of de-commissioning process using standard reports, defines gaps, and address issues accordingly.
• Ensures the asset decommissioning processes for documentation for both capital and maintenance projects is followed and healthy. Perform updates and improvements as needed on corresponding systems to improve access to information.
• Maintains all corresponding data fields on the asset and specification properly and accurately to avoid unclassified assets.

10% - Commissioning and Decommissioning System and Process Upkeep
• Train and coach new District employees on asset related information, data, and processes.
• Run various Access and Optimas reports to identify assets requiring review or update.
• Test new EAM releases. Develop and maintain checklists for testing. Develop user requirements. Support migration to new systems.
• Identify, document, and implement modifications or updates to documentation storage to improve planning and work execution.
• Audit existing processes to ensure compliance and data health.
• Audit physical storage locations to ensure physical documentation is available.
• Work with stakeholders to ensure EAM asset data can integrate with other District programs and systems

20% - Document Management System Upkeep and Training
• Manage the programs and technologies associated with document storage and upkeep for the O&M department (Shared drives, SharePoint, Onbase, etc.)
• Create process flows, standard operating procedures (SOPs), and training materials to support the document management system.
• Train new employees and users on the various document management processes and systems.
• Perform updates and improvements as needed on corresponding systems to improve access to information.
• Support migration of asset information and documentation to new systems as required.

10% - Miscellaneous Support of Department & District Operations
• Support O&M, Planning, and Engineering with data and support requests as time and priorities permit.
• Assist in asset data tagging with the Asset Management Specialist on new and replaced assets.
• Assist the Asset Management Specialist with other Asset and Commissioning related duties as required (Asset creation, etc.)
• Is a champion for Asset Management and document management at the organization and trains and coaches others on how to use the tools most effectively.
• Support Operations and Maintenance Departments with assets, PM, documentation, and work order related duties as needed or in urgent or emergency situations.
• Backup support in daily and weekly O&M supervisor and planning meetings as needed.
• Perform other duties as assigned.
• Build and maintain positive relationships with internal and external stakeholders through clear communication and responsive engagement.

Knowledge, Skills, and Abilities
• Knowledge/understanding of both paper and electronic document management.
• Skill and experience using functions of an EAM System in a large plant context.
• Skill in the operation of a computer workstation and Microsoft Office Suite software.
• Ability to manage projects, tasks, and deadlines.
• Ability to coordinate work with others.
• Strong attention to detail.
• Ability to communicate effectively in both verbal and written form.
• Ability to work both independently and in a team environment.
• Ability to proactively develop and maintain effective working relationships with District workgroups, departments and external partners.
• Ability to read engineering plans and submittals, Operations and Maintenance manuals, and other technical information to summarize required asset data.
• Ability to work independently and work comfortably with peers at all levels in the organization; to be generous, courteous, capable, and cooperative; and to help others succeed.
• Strong problem solving and trouble shooting skills.
• Must be able to analyze a problem and implement the solution.
• Supports the mission, vision, and values of the district by modeling service, reliability, sustainability and displays a commitment to inclusion and diversity.
• Supports the mission, vision, and values of the Reliability Process department.
Requirements
A cover letter and resume are required to apply. Ensure your application materials clearly illustrate your experience with each of the qualifications listed.

Required:
• Computer/Technical expertise (e.g. Enterprise Asset Management (EAM) and Document Management software experience)
• Experience with electrical and mechanical assets & concept (e.g electrical vocabulary)
• Experience in using technical documentation to find case specifications
• Experience with organizing large sets of data

Preferred:
• Experience with operations and maintenance of wastewater specific assets and equipment
• Experience with understanding and managing electrical assets
Physical Demands & Work Environment

Work is primarily performed in a standard office environment but regularly requires work in the field with exposure to electrical and other hazards. Must be able to safely use computer equipment for extended periods of time. Requires ability to operate computer keyboard or other office equipment. Requires the ability to read and write words and numbers. Requires the ability to communicate in person, publicly or over the phone. Must be able to lift packages up to 50 pounds occasionally in support of receiving, and manuals and other documents up to 50 pounds. The noise level varies from quiet to loud.

This position is eligible for remote work, consistent with District policy.
The District offers an excellent benefits package that is designed to provide employees with peace of mind and balance between the demands of work and home. We think it is important to plan for our future and yours. Employees working at least 24 hours a week for at least a year are eligible for the following benefits:

Vacation (amounts are prorated for part-time employees):

• Start Date 100 hours prorated
• Jan 1 following start date 100 hours
• Jan 1 following 3rd anniversary 160 hours
• Jan 1 following 15th anniversary 216 hours

Sick Leave: Employees accrue 15 days per year.
Holidays/Floating Holidays: 10 paid holidays plus an additional 5 floating holidays every year.

Health Insurance: The District pays 88% of the cost of both the single and family plans. Coverage is effective 30 days from start date. Our health plan through Quartz provides excellent coverage with no office co-pays or deductibles

Dental: The District pays 100% of the single premium and an equal amount toward the family premium. Coverage is effective 30 days from start date.
Vision: The District offers voluntary vision insurance for employees. Coverage is effective 30 days from start date.

Wisconsin Retirement System: The District is covered under the Wisconsin Retirement System (WRS). The District and all employees will pay toward the WRS an amount determined annually by the State of Wisconsin. There is a 5 year vesting schedule for the District's portion.

457 Deferred Compensation and Roth IRA Plan: The District offers a voluntary tax deferred retirement plan through ICMA Retirement Corporation. An after-tax Roth IRA is also offered.

Flexible Spending Account: The District offers a health care and dependent care flexible spending account to enable employees to use tax-free funds to pay for qualified expenses.

Life Insurance: The District offers term life insurance that employees can purchase through the State of Wisconsin for themselves, their spouse, or dependents.

Short Term Disability (Income Continuation Insurance): The District offers the State of Wisconsin Income Continuation Insurance program for local government employers. Currently, employees in the local plan do not have to pay a premium to participate in the program.

Long Term Disability: The District offers the State of Wisconsin Long-Term Disability Insurance (LTDI) program at no charge. The amount of the benefit is 40% of the employee's salary.

Employee Assistance Program (EAP): The District offers a free and confidential EAP to help employees with personal problems such as relationship issues, depression, substance abuse, parenting, legal or financial issues.

Wellness Program: District employees have the option of getting Hepatitis B vaccinations, flu shots, hearing tests and Health Risk Assessments free of charge.. We have a wellness committee with fun activities all year long.

Employee Development: We believe that investing in employees growth and development results in greater job satisfaction and a more effective, productive workforce. The District will cover the cost of:

• Certifications, licenses and credentials required to carry out professional responsibilities.
• Membership and involvement in professional organizations.
• Conferences and training as it relates to work responsibilities.
• Tuition reimbursement up to an annual amount of over $5000.

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