Information Technology Administrative Assistant

Position Summary

As the Information Technology Administrative Assistant, you'll play a key role in supporting the daily operations of the IT department. Responsibilities encompass a range of tasks within the IT departments as needed or delegated.

Primary Position Responsibilities

- Provides administrative support and clerical assistance to IT Leadership

- Serves as a point of contact for the IT department, handling requests and developing administrative process improvements

- Prepares status reports, presentations and documentation and communications on a regular basis

- Schedules and coordinates meetings and other group activities including any arrangement, catering, equipment needs

- Maintains content within SharePoint and Teams sites

- Maintains files and archives of relevant documents and records

- Assists in budget preparation, purchasing, invoice processing and expense tracking

- Assists in handling and filing credit card expense reports, requests for reimbursements, forms for new vendors, travel and training.

- Prepares expiring inventory report and notifies IT Leadership to assist with hardware and software warranty and licensing renewals

- Track vendor contracts, software licenses, and support agreements with precision

- Assists in researching various products, services, and technologies

- Orders and maintains stock of office supplies for Information Technology

- Liaisons with appropriate contacts to facilitate, acquire, and distribute housing, meals, equipment, PPE in the event of an emergency

- Provides other ad-hoc administrative tasks when required

- Serve as the liaison between IT and other departments, ensuring clear and timely communication.

- Assist with onboarding/offboarding, provide administrative support, clerical assistance and is a point of contact for the IT team.

- Complies with established CoServ safety and operating rules, procedures and guidelines including reporting unsafe practices to a supervisor.

- Complies with established CoServ Information Security Handbook, policies, procedures, and guidelines including reporting suspected information security incidents to Tech Support.

Secondary Position Responsibilities

- Assists the IT Help Desk in capturing and reporting support incidents and phone support when needed.

- Performs other duties and activities as directed.

Supervisory Responsibilities

- None

Position Requirements

Education, Experience, and Certification Required

- High School diploma or G.E.D. equivalency.

- 2+ years of proven successful experience as an Administrative Assistant or position with similar duties for senior level staff or, equivalent business experience

Education, Experience, and Certification Preferred

- College degree preferred.

Skills and Abilities Required

- Ability to effectively interact with all levels of the organization.

- Excellent organization and time management skills.

- Excellent grammar and composition skills.

- Excellent interpersonal and communication skills.

- Ability to maintain confidentiality of sensitive information.

- Ability to work independently and in a team with professionalism, excellent customer service and a positive attitude.

- Extensive knowledge and understanding of Microsoft O365 products (Word, Excel, PowerPoint, SharePoint, Teams).

- Ability to operate office machinery, such as copier, fax machine and personal computer.

Physical Requirements

- Operates office equipment such as a computer, telephone, fax machine, copier, etc.

- Indoor, office environment.

- Ability to lift a minimum of 25 pounds.

- Ability to drive occasionally as needed.

- Ability to sit for long periods of time.

- Requires frequent sitting, standing, walking, bending, and reaching.

- Works extended hours as needed or directed.

Other Requirements

- Must have and maintain a valid Texas driver's license (if applicable).

- Must have reliable home high-speed Internet service for situations where remote work is necessary.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.