JOB
Under the general supervision of the Information Technology Director, this position performs routine to complex administrative, secretarial, and financial work, along with financial oversight and reporting, to ensure the efficient and effective operations of the IT department. This position is responsible for maintaining the IT department’s inventory of hardware and software assets, assisting with technology purchase requests and requisitions, and assisting the IT Director with administration and technical support.
EXAMPLE OF DUTIES
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 IT Director and IT staff, including, but not limited to, scheduling and coordinating meetings, creating agendas, etc. 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, 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 IT Director 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 IT Director to determine trends. ADDITIONAL JOB FUNCTIONS 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 IT Director’s schedule. Register staff training and conferences, prepare cash advance requests and reimbursements for training/travel, and keep departmental general office supplies stocked. Requires travel between buildings; may require evenings or weekends.