JOB
Our ideal candidateYou possess excellent interpersonal and communication skills with strong computer and technology competencies. You have well-developed organizational skills and are careful to maintain information as confidential. You work well both independently and as a team member while representing the office, engaging in highly professional service to others. You multi-task in a fast-paced environment and are comfortable with frequent interruptions and the need to re-prioritize tasks in order to maintain excellent service to others. You take ownership and initiative of tasks and responsibilities of the position. You are committed to providing the best service available to the Santa Barbara County Education Office, school districts, and and all the customers we serve. General descriptionPerform a wide variety of complex administrative, accounting, technical writing, operational and organizational functions. Responsible for assisting managers and county education office staff with the daily flow of communications and information regarding policies, procedures, and regulations of Information Technology (IT) Services.
EXAMPLE OF DUTIES
Provide first-level user support for email, industry-standard office productivity software, peripheral and mobile devices, creative tools, and financial system; log and route to appropriate IT staff member, complex service requests and those related to connectivity, security, hardware, Wide Area Network (WAN), and Local Area Network (LAN); escalate high-priority service requests; audit service request records to ensure that all requests have been fulfilled Receive and interview callers and visitors to determine their needs for serviceSchedule required services for information technology infrastructure, such as generators, air conditioning and UPS units.Obtain quotes from vendors for renewing equipment and service maintenance agreements, taking full responsibility for managing all contracts and their expiration dates to ensure timely processing, avoiding any service interruption.Create purchase orders for payment of invoices, order supplies and services, obtain necessary authorizations, and route appropriate copies and backup documentation; create purchase orders for all credit card purchases (for ITS and other departments) and perform monthly reconciliationDetermine if sufficient funds have been encumbered for planned annual budget expenditures Process requests for SBCEO email accounts, set up new accounts in other applications, and send appropriate information to employees and their managerProduce email account listings for SBCEO departments to review and process changes by updating the information in the database and on the server Process employee termination notices from HR, take appropriate action for all network related accounts (ie. forward email, change passwords, delete accounts, calendar for future actions, etc.)Ensure payment for services by producing invoices and ensuring payment is received and posted in the financial system.Audit daily email service log reports to confirm all back-up documentation is provided for each email account addition, deletion or edit Using financial system, enter and submit all departmental staff leave information and run leave usage reports as neededProcess and print manual payroll checks and commercial warrantsUsing appropriate tools, for both the financial system and SBCEO networks, unlock accounts, ending unresponsive sessions and assist users with password resets.Prepare statistical, financial and administrative reports including letters, memos, Memoranda of Understanding (MOU) agreements, and contracts, by consolidating relevant statistical and financial dataTake meeting notes and obtain appropriate division approval before distributing communicationsAssist with compilation and development of annual budget by preparing reports and preparing and monitoring invoices and expenses Test, finetune and format technical instructions for various services offered by IT Services for end-users, such as user guides, and prepare them for posting on the website, including accessibility audits to ensure ADA compliance.Review and edit ITS website pages as neededCreate online formsAssist in preparing executive-level presentations by selecting artwork, formatting, editing, compiling, and making recommendations for improvement.Schedule appointments and coordinate arrangements for a variety of meetings, workshops, and seminars Create, circulate, and update office calendars to track meetings, events, appointments, and staff vacation Arrange travel accommodations, transportation, and process travel claimsOpen, sort and route mail including equipment delivery, responding to mail requiring routine response, and composing other responses for signature of the administrator Organize and maintain complex files, both paper and digitalMonitor office supplies and maintain adequate stock Perform special projects and other related job duties as assigned
SUPPLEMENTAL INFORMATION
Classified salary ranges have 25 steps (A-Y). Initial salary placement for new hires is between steps A and J, based on qualifications.Click here for an Overview of Our Application & Selection Process.RECRUITMENT INFORMATION: • All applicants who meet the minimum qualifications will be invited to participate in the examination process for the position. • The examination process may include one or more of the following: written, oral, and performance examination. • Candidates must pass all parts of the examination process to be placed on the eligibility list. Final score will determine the candidate's rank on the eligibility list. • A candidate in the top three ranks (including tie scores) on the eligibility list may be considered for hire; when there are multiple vacancies in the same job classification, additional ranks will be considered. • This recruitment is Dual Certification, meaning it is open to all applicants, including current SBCEO employees and those from the general public. Dual certification results in one integrated eligibility list based on rank. • Eligibility lists are generally valid for six months; promotional eligibility lists are valid for one year. Lists may be exhausted prior to the original expiration date, or they may be extended with the approval of the Personnel Commission. • If you require an accommodation for any step of the application and selection process, please notify Human Resources by the application deadline date (or as soon as possible for an open continuous recruitment). • Veterans' Preference Points: This recruitment is eligible for veterans' preference points for qualifying veterans.