IT Administrative Assistant

Job Description

Under the general supervision of the Chief Information Officer (CIO), this position performs routine to complex administrative, secretarial, and financial work. Along with financial oversight and reporting, you will ensure the efficient and effective operations of the IT department. This position assists with technology purchase requisitions, fiscal budgeting, and assists the CIO with administration and technical support.

The tasks listed below represent much of the time spent working in this role. Management may assign additional tasks related to the type of work as necessary.

Provides administrative assistance to the CIO and IT staff, including, but not limited to, scheduling and coordinating meetings, creating agendas, etc.

Composes, types, prepares, processes, files, copies, and/or transmits various documents, including invoices, personnel orders and forms, expense reports, requisitions, various forms, records, reports, and correspondence.

Receives, reviews, processes, prepares, types, proofreads, and submits a variety of reports, including, but not limited to, legal documents, invoices, budget reports, inventory reports, technical reports, purchase requisitions, purchase orders, fund transfers, agreements, work orders, bid specifications, check requests, presentation materials, meeting minutes, ordinances, policies, procedures, manuals, directories, annual reports, memos, correspondences, etc. Assists in preparing and monitoring departmental operating budget.

Performs routine to complex administrative work as required, including but not limited to maintaining files, entering and retrieving computer data, preparing spreadsheets, processing daily mail, copying and filing documents, assembling materials, maintaining lists and logs, new employee orientation, etc.

Responsible for processing phone and internet bills for various locations and ordering smartphones, tablets, broadband hotspots, and other cellular devices. Communicates order status to requester and helpdesk staff; schedules device provisioning with both parties once delivered.

Prepare purchase requisitions for CIO approval. Complete purchase requests by verifying requirements, specifications of purchase requests, and budget codes before submitting them to the Procurement Office. Maintain accurate and organized supplier files, which are subject to audit.

Provide non-technical follow-up information to requesters, referencing the Helpdesk Supervisor when required.

Provides information and assistance to County staff and the public; collects and relays information to appropriate IT staff; greets and assists visitors, including County staff in need of assistance, vendors, and consultants; and is responsible for IT department event planning and coordination.

Generate weekly, monthly, and quarterly reports concerning ticket volume, response time, problem areas, etc. – work directly with the CIO to determine trends.

Attend onsite or offsite meetings, training, workshops, etc., as required. Maintain a contact list for all IT staff, emergency contacts, and vendors. Maintain building access keys and instructions for after-hours access. Maintain a service and maintenance list with expiration dates. Maintain all burglar and fire system contacts and documents. Manage the CIO’s schedule. Register staff training and conferences, prepare cash advance requests and reimbursements for training/travel, and stock departmental general office supplies.

Requires travel between buildings; may require evenings or weekends. Possible travel for training.

MINIMUM TRAINING AND EXPERIENCE

A high school diploma or GED is required, and an associate degree is preferred; an equivalent combination of education and professional experience may be substituted.

A minimum of 5 years of work experience in an administrative/office management role is required.

High proficiency in Microsoft 365, focusing on advanced formulas and setting up Excel, Word, and PowerPoint.

Excellent oral, written, and customer service skills.

Experience with billing and invoices from Verizon, AT&T, Bank of America Works, and Avigilon products is a plus.

Must have a valid driver’s license with a clean driving record.

Job Type: Full-time

Pay: $45,000.00 – $55,000.00 per year

Benefits:

401(k)
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Retirement plan
Vision insurance