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 :

Critical Competencies for Success :

Interpersonal and Communication Skills :

Adaptability

Learning Orientation

Team Collaboration

Work Conditions :

Physical Requirements

Sensory Requirements

Environmental Conditions

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