Administrative Assistant to Information Services- Technology

Job Title: Administrative Assistant to Information Services/Technology
Exemption Status: Nonexempt/At-Will
Pay grade: D6
Calendar Days: 226
Reports to: Director of Information Services- Tech/Executive Director of Human Resources
Dept./School: Information Services- Technology

Primary Purpose:
Perform administrative duties related to the daily operations of the technology department office and provide clerical services to the Director of Information Services and other staff. 

Qualifications:

Education/Certification:
High school diploma or GED

Special Knowledge/Skills:

Proficient in Microsoft Office Suite

Strong organizational and time-management skills.

Excellent written and verbal communication skills.

Ability to maintain confidentiality of sensitive information. 

Knowledge of office procedures and records management.

Ability to prepare reports, spreadsheets, and presentations.

Ability to prioritize multiple projects and deadlines.

Familiarity with technology terminology and inventory systems preferred. 

Principal Activities

Records, Reports, and Correspondence

1. Provide administrative support to the Director of Information Services and department staff.

2. Prepare correspondence, memorandums, forms, requisitions, and reports for the technology department office. 

3. Maintain department calendars and schedule meetings, training sessions, and appointments. 

4. Coordinate departmental communications and distribute information as needed. 

5. Maintain accurate departmental records, files, contracts, and documentation.

6. Organize and retain records in accordance with district or organizational retention requirements.

7. Assist with preparation and maintenance of technology department policies, procedures, and manuals.

8. Compile data and prepare reports related to technology operations and projects.

9. Answer incoming calls, take reliable messages, and route to appropriate staff; handle questions and requests that fall within the level of responsibility.  

Technology Asset Management

10. Maintain technology inventory records, including computers, peripherals, software licenses, and other equipment.    11. Assist with asset tracking, tagging, and documentation.                                                                              12. Generate inventory and asset management reports as requested.                                                                    13. Coordinate equipment distribution and collection processes.

Budget and Purchasing

14. Prepare, process and track all purchase orders and payment authorizations in accordance with budgetary limitations and district policies.
15. Perform routine bookkeeping tasks to maintain department budget records. 

16. Maintain record of technology purchases, warranties, licenses, and service agreements. 

17. Coordinate with vendors regarding orders, deliveries, and billing matters.

18. Monitor and process personnel time records including leave requests and reports, compile and submit to the central office. 

Department Coordination

19. Assist in coordinating technology projects, training events, and departmental initiatives.                                            20. Schedule and track professional development opportunities for technology staff.                                                        21. Monitor department work orders, service requests, and related documentation.                                                    22. Support onboarding and offboarding processes related to technology access and equipment.

Customer Service

23. Provide courteous and professional customer service to employees, students, vendors, and stakeholders.                    24. Serve as a liaison between the Information Services Department and other departments.                                    25. Respond to routine requests for information and direct technical issues to appropriate personnel.

Other

26. Order office supplies for the department.
27. Maintain a schedule of appointments for the Director of Information Services.
28. Receive, sort, distribute mail and other documents to department staff.
29. Follow district safety protocols and emergency procedures. 

30. Maintain confidentiality regarding personnel, student, financial, and technology-related information.

31. Comply with all district, state, and federal policies, procedures, and regulations.

32. Perform other duties as assigned by the Director of Information Services or designee.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment, including computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours. 

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

The Harlandale Independent School District does not discriminate against any employee or applicant for employment because of race, color, religion, gender, national origin, age, disability, military status, genetic information or on any other basis prohibited by law.
An Equal Opportunity Employer

Salary : $21 - $29