IT Administrative Assistant

Job Description

Job Description

Position Purpose and Scope

The Administrative Assistant provides critical administrative and operational support to the Chief Information Officer and the Information Technology Department. This role supports departmental functions through invoice processing, data tracking, documentation, and communication. It plays a key role in ensuring timely payment of monthly IT-related bills and contributes to the overall efficiency of IT operations within the Tax Collector’s Office.

Essential Functions:

• Prepares and processes monthly invoices for IT vendors, services, and subscriptions; ensures accuracy and timely payment in compliance with agency policies.
• Tracks IT expenditures and assists in monitoring department budget allocations.
• Collects and organizes data from agency systems for reporting and operational analysis.
• Provides administrative support for IT projects, including preparing documentation for software, hardware, and service acquisitions.
• Coordinating vendor communications and follow-ups.
• Scheduling meetings and maintaining project timelines.
• Assists in managing departmental contracts, renewals, and licensing agreements.
• Supports asset tracking and inventory updates for IT equipment.
• Enters and monitors IT Service Desk tickets; routes requests appropriately and ensures timely follow-up.
• Prepares internal reports, memos, and correspondence related to IT initiatives and billing activities.
• Maintains department records, ensuring compliance with records retention and audit requirements.
• Coordinates IT-related travel, training registrations, and supply ordering.
• Answers department phones, provides detailed messages, and assists with general IT inquiries.
• Supports the CIO and IT team with special assignments and cross-departmental initiatives.
  

Qualifications and Experience:

• Completion of at least 60 college credit hours, preferably in Business Administration, Public Administration, Information Systems, or a related field.
• Minimum of three (3) years of administrative experience, including invoice processing, vendor communication, or financial tracking.
• Proficiency in Microsoft Office Suite, with strong skills in Excel and Word.
• Strong written and verbal communication skills.
• Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities will be considered.

Critical Competencies for Success:

• Invoice and Information Management.
• Strong attention to detail in tracking monthly payments and processing vendor invoices.
• Ability to analyze data and maintain accurate financial and operational records.

Interpersonal and Communication Skills:

• Professional and effective communication with vendors, internal departments, and leadership.
• Demonstrates initiative, follow-through, and responsiveness to department needs.

Adaptability

• Comfortable working in a dynamic IT environment with changing priorities and projects.
• Adapts quickly to new technologies, procedures, and agency systems.

Learning Orientation

• Takes initiative in learning IT tools, systems, and processes relevant to the role.
• Applies feedback and knowledge to improve performance.

Team Collaboration

• Works cooperatively with IT staff and other departments.
• Offers support and constructive input to improve efficiency and service delivery.

Work Conditions:

Physical Requirements

• Tasks require light physical effort and may involve lifting or moving items up to 20 pounds. Prolonged use of a computer and workstation is expected.

Sensory Requirements

• Requires the ability to perceive visual and auditory cues and to communicate clearly both in writing and verbally.

Environmental Conditions

• Work is typically performed in an office setting with no exposure to adverse environmental factors.

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