Assistant - Technology Services

TITLE: Assistant – Technology Services

POSTING DATE:    5/25/2017
CLOSING DATE:    Until Filled

HOURS: 40 Hours Per Week

POSITION SUMMARY:    
Perform duties to provide administrative assistance to the CIO and the Technology Services team.  Provide clerical assistance for IT related contracts, vendor management, projects, and other daily operational tasks, working within the limits of standard or accepted practice.

MINIMUM REQUIREMENTS: 

• Associate’s degree in Business Administration or related field.
• Three to five years of experience as an Administrative Assistant in Technology environment or directly related position.
• Regular, dependable attendance required.

COMPETENCY:

• Experience with Microsoft Office Suite and other required software 
• Demonstrate knowledge and competency of office methods, procedures and practices.
• Excellent passive listening, oral and written communications skills.
• Demonstrate exceptional organizational skills.
• Demonstrate excellent customer service skills. 
• Knowledge of fundamental IT concepts, practices and procedures.
• Maintain a level of professionalism with respect for confidentiality. 

RESPONSIBILITIES:    

• Answer department and CIO’s telephones, respond to inquiries or refer caller to appropriate staff.  Greet visitors; determine nature of business, and direct visitors to appropriate area.
• Manage department calendars. Schedule meetings as required. Maintain regular contact with other departments within the District to coordinate schedules.
• Prepare agenda and all related correspondence for CIO. Prepare reports, presentations and other documents. 
• Take and prepare minutes for distribution for Technology Services Department meetings.  
• Schedule and organize travel and conferences. Coordinate department special events, catering and facilities as applicable. 
• Prepare and process expense reports and follow-up with appropriate departments. Manage department finance administrative tasks related to corporate credit card use and expenses. Manage departmental invoice processing.
• Assist with Departmental Budget preparation and information gathering process.
• Scan and index documents into the document management system. Maintain department paper and electronic filing systems. 
• Receive, organize and compile incoming mail for all staff of the Technology Services department. Deliver mail to appropriate destination. 
• Research vendors as requested. Coordinate and process equipment and supply orders and deliveries with designated vendors. Submit equipment and supply requirements through contracts work flow as required. Submit appropriate invoices for payment processing, receiving ordered items and documenting receipt as such. 
• Run daily help desk report for open tickets, missed SLA, etc. and share findings with CIO.
• Monitor supply levels and requisition equipment and supplies as appropriate.
• Act as liaison with other District departments, customers, external contacts and vendors as required.
• Perform or assist with any operations, as required to maintain workflow and to meet schedules and quality requirements. 
• Participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, and policies.
• Perform other related duties as assigned.

OTHER REQUIREMENTS: 
The following requirements are representative of those that must be met by an employee to successfully perform the essential functions of this job and is not intended to be inclusive. Reasonable accommodation(s) may be made to enable individuals with disabilities, as defined by law, to perform any essential functions.
 

DRIVING REQUIREMENTS:

• Must possess a valid Florida State Driver's license and maintain eligibility under the District's commercial vehicle program.

PHYSICAL DEMANDS: 

• While performing the duties of this job, an employee is regularly required to sit, stand, walk, touch, speak, hear, and see.  An employee is occasionally required to bend, kneel, reach, twist, carry, climb, push and pull.  
• An employee must lift and/or move small articles and occasionally lift objects up to 20 pounds. 
• An employee must demonstrate fine motor skills and to be able to operate vehicles and other equipment. 
• An employee is occasionally required to work in heat, cold and wet/damp conditions and to navigate uneven and/or outdoor terrain. 
• Certain positions may require work above ground or in enclosed spaces.
• Certain positions may have requirements of 50 pounds maximum lifting with frequent lift/carry up to 25 pounds.
• Positions requiring strength demands in the Heavy and/or Very Heavy category have detailed physical performance analyses available for review.

PAY:      Wage ranges between $550 and $740 per week; 34 paid days off, FRS retirement, Walt Disney World Passes for employee & guests, WDW discounts, great benefits, fitness center access and more.