What are the responsibilities and job description for the Administrative Assistant (Information Technology) position at Muscatine Power and Water?
Job Purpose
Responsible for providing administrative support to the Information Technology (IT) department, including the handling of routine administrative tasks and business details.
Specific Responsibilities
Responsible for providing administrative support to the Information Technology (IT) department, including the handling of routine administrative tasks and business details.
Specific Responsibilities
- Perform administrative functions, including:
- Answer phones, screening, and routing as needed. Take messages or assist callers as appropriate.
- Manage calendars, schedule meetings, and distribute departmental reports as directed.
- Create and send out correspondence as directed, maintaining correspondence files as needed.
- Assist departments in collecting, organizing, verifying accuracy, and updating documents as requeste
- Keep accurate minutes from staff, safety, departmental and other meetings as requested.
- Maintain electronic and paper filing systems as directed, ensuring documents are saved or scanned in the Utility’s document management system.
- Coordinate and schedule travel, catering, webinars, and meeting set-up as requested.
- Open and distribute mail for the department.
- Enter payroll information for assigned areas. Provide back-up payroll entry as needed for other departments.
- Maintain supplies and enter purchase and material requests for items needed in the computerized maintenance management system (CMMS).
- Serve as Notary Public for the Utility as applicable.
- Function in Manager’s and Director’s fullest confidence while handling confidential information and files.
- Provide backup for administrative staff in other departments.
- Other duties as assigned.
- Perform administrative functions, including:
- Answer and route phone calls, take messages and assist callers as needed.
- Manage calendars, schedule meetings, and distribute departmental reports. Maintain the IT internal calendar and track due dates for assignments and activities.
- Create invites for department meetings and establish base agendas and follow-up items.
- Record and maintain accurate minutes from staff, departmental, stand-up and other meetings.
- Create, send, and file correspondence as directed.
- Provide task follow-ups, reminders, and assistance for renewing contracts, agreements, and regulatory items.
- Assist department in collecting, organizing, verifying, and updating documents.
- Proofread reports and SOPs for spelling and grammatical errors.
- Maintain electronic and paper filing systems, ensuring documents are saved or scanned in the Utility’s document management system.
- Coordinate and schedule travel, catering, webinars, and meeting set-ups as requested.
- Enter payroll information for assigned areas and provide back-up payroll entry for other departments.
- Maintain supplies and enter purchase and material requests in the computerized maintenance management system (CMMS).
- Monitor renewal dates for software/hardware contracts and submit purchase requests for contract renewals in a timely manner. Ensure all contracts are up-to-date and compliant with Utility policies.
- Reconcile Department expenditures against the budget. Provide regular updates to IT leadership on current budget balances. Assist with identifying any discrepancies.
- Monitor incoming FootPrints tickets and assign them to appropriate individuals. Assist with ensuring all tickets are handled in a timely manner.
- Assist with the coordination and management of the on-call shift schedule for IT-OPS and communicate on-call schedules to team members.
- Assist in maintaining an accurate inventory of physical IT equipment. Conduct regular audits to ensure inventory records are maintained.
- Assist users with troubleshooting and resolving common application problems with MS365/O365 business applications. Escalate complex issues to higher level support, as needed.
- Perform scribe functions during planned or unplanned outages or maintenance windows. Document key points, decisions, and action items to these events. Ensure timely distribution of notes to relevant stakeholders.
