What are the responsibilities and job description for the Administrative Assistant - IT position at Village of Palm Springs?
JOB
Performs professional level work assisting the Information Technology Department in the administration of projects and processes, performs administrative support duties as well as some technical duties requiring considerable proficiency with technology hardware and software ; demonstrates strong customer services skills and a obsessive focus on accuracy. This position reports to the Director of Information Technology.
EXAMPLE OF DUTIES
Assist with the management of department contracts, contract renewals and Service Level Agreements (SLAs).•Track software and hardware renewals•Prepare and follow up on work orders for Department(s).•Organize all aspects and logistics of use of meeting spaces•Create and maintain an administrative filing and electronic record keeping systems in accordance with Village Policies, department needs and government regulations•Assist with purchasing processes such as obtaining quotes, obtaining purchase orders, managing invoices and submitting invoices for payment.•Manage paperwork relating to scheduling, hiring, performance reviews and termination•Coordination of the timely completion of annual department performance evaluations•Manage the purchase and exchange of mobile phones, hot spots and sim cards.•Assist with the design and implementation of office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.•Prepare executive briefs and other collateral for public meetings. Prepare agendas and other collateral for general meetings.•Assist department Director in all phases of budget preparation.The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
SUPPLEMENTAL INFORMATION
Excellent time management and organizational skills with strong attention to detail.•Ability to establish and maintain effective working relationships with diverse employees and the public and ability to communicate effectively with diverse constituents and staff at all levels both orally and in written form.•Experience creating reports and generating statistics.•Experience with budget management and basic fiscal operations.•Understanding of technology uses in the enterprise.•Proficiency in Microsoft Office, Adobe and other common office software (teams, zoom, OneDrive, etc).•Ability to handle confidential and sensitive information with discretion and tact.•Ability to maintain effective working relationships with coworkers, officials, administrators, and the public.•Ability to communicate effectively orally and in writing.•Ability to work independently as well as collaboratively in a positive team environment.•Ability to adapt to constantly changing priorities in managing a wide range of projects.•Commitment to contributing to a respectful and caring community for all
Performs professional level work assisting the Information Technology Department in the administration of projects and processes, performs administrative support duties as well as some technical duties requiring considerable proficiency with technology hardware and software ; demonstrates strong customer services skills and a obsessive focus on accuracy. This position reports to the Director of Information Technology.
EXAMPLE OF DUTIES
Assist with the management of department contracts, contract renewals and Service Level Agreements (SLAs).•Track software and hardware renewals•Prepare and follow up on work orders for Department(s).•Organize all aspects and logistics of use of meeting spaces•Create and maintain an administrative filing and electronic record keeping systems in accordance with Village Policies, department needs and government regulations•Assist with purchasing processes such as obtaining quotes, obtaining purchase orders, managing invoices and submitting invoices for payment.•Manage paperwork relating to scheduling, hiring, performance reviews and termination•Coordination of the timely completion of annual department performance evaluations•Manage the purchase and exchange of mobile phones, hot spots and sim cards.•Assist with the design and implementation of office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.•Prepare executive briefs and other collateral for public meetings. Prepare agendas and other collateral for general meetings.•Assist department Director in all phases of budget preparation.The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
SUPPLEMENTAL INFORMATION
Excellent time management and organizational skills with strong attention to detail.•Ability to establish and maintain effective working relationships with diverse employees and the public and ability to communicate effectively with diverse constituents and staff at all levels both orally and in written form.•Experience creating reports and generating statistics.•Experience with budget management and basic fiscal operations.•Understanding of technology uses in the enterprise.•Proficiency in Microsoft Office, Adobe and other common office software (teams, zoom, OneDrive, etc).•Ability to handle confidential and sensitive information with discretion and tact.•Ability to maintain effective working relationships with coworkers, officials, administrators, and the public.•Ability to communicate effectively orally and in writing.•Ability to work independently as well as collaboratively in a positive team environment.•Ability to adapt to constantly changing priorities in managing a wide range of projects.•Commitment to contributing to a respectful and caring community for all
