Management Support Specialist - Information Technology (IT)

The Management Support Specialist – Information Technology performs independently responsible and administrative work in support of the Office the Chief Information Officer (CIO). This position reports to the Chief Information Officer (CIO).

Essential Functions

- Plans, organizes, and coordinates various projects, programs and services involving diverse administrative operations; may administer or manage specific projects, programs and/or services

- Maintains the CIO’s schedule, evaluates requests, and determines priorities

- Coordinates and schedules hybrid and in-person meetings for internal and external parties

- Records detailed meeting minutes during CIO Management Meetings and tracks associated action items and follow-ups

- Coordinates travel arrangements and related logistics

- Prepares sensitive and confidential reports and communications

- Oversees weekly time submissions and approvals within the Office of the CIO

- Coordinates small purchases for IT-related equipment and services

- Performs detailed fact gathering, data compilation, and report writing on budgets, staffing, operations, and administrative systems

- Analyzes and improves management processes to enhance workflow efficiency and reduce operational costs

- Analyzes operating practices and recommends revisions to systems and procedures;

- Coordinates and prepares operating reports (e.g., time and attendance, staffing changes, budget expenditures, performance data)

- Prepares and presents reports with conclusions and recommendations for administrative improvements

- Receives and channels internal requests and complaints, follows up on corrective actions, and ensures responses are provided

- Prepares, monitors, and controls annual budget submissions; provides status updates on expenditures and projects

- Issues and interprets operating policies

- Represents the CIO and managerial staff in meetings when they are unavailable

- Reviews and summarizes memoranda and reports, offering recommendations

- Coordinates schedules for multiple professional/management staff and arranges meetings with external parties

Other Functions

Performs other related duties as assigned

Work Environment And Physical Demands

Business causal office environment

Required Knowledge, Skills, And Abilities

- Ability to write clear, concise reports, memoranda, directives, and letters.

- Ability to multitask in a high-paced environment.

- Ability to establish and maintain effective working relationships with internal and external contacts.

- Thorough knowledge of public administration principles and practices.

- Strong understanding of budget preparation and control.

- Proficiency in data gathering, analysis, and reporting.

- Ability to develop comprehensive plans with minimal supervision.

- Ability to plan, assign, and supervise the work of others.

- Strong interpersonal skills for handling public inquiries and complaints tactfully and effectively.

Minimum Education, Experience Requirements

- Bachelor’s degree

- 3+ years of responsible professional or supervisory experience in public administration or business management

OR

- High school diploma - 7+ years of responsible professional or supervisory experience in public administration or business management