Administrative Assistant II

Posting number: 202400643

Department: Information Technology Services Department

Division: IT Administration

Job classification: Administrative Assistant - Information Technology

Posting type: Open

Categories: Accounting and Finance

Summary

The Administrative Assistant plays a crucial role in maintaining the operational integrity of the ITSD department. This multifaceted position provides comprehensive administrative support, ensures the smooth operation of the department, and facilitates effective communication with internal teams and vendors. The Administrative Assistant is responsible for managing office supplies, handling correspondence, maintaining records, submitting requisitions, processing purchase orders, facilitating invoice payments, and supporting department initiatives—all while ensuring a high level of detail orientation and confidentiality.

The items below are intended to describe the general nature and level of work performed by an individual assigned to this position. These are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel classified in this position. The position description is subject to change by the City as the needs of the City and requirements of the position change.

Examples of duties

• Provide administrative support to ensure the efficient operation of the ITSD department.
• Support team members with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings, etc.).
• Manage inventory of office supplies and place orders when necessary.
• Handle phone calls and correspondence (email, letters, packages, etc.).
• Assist in preparing regularly scheduled reports.
• Develop and maintain a filing system.
• Arrange travel bookings as required.
• Submit and reconcile expense reports.
• Provide general support to visitors.
• Act as the point of contact for internal teams and vendors.
• Submit requisitions and prepare purchase orders for supplies and services.
• Review, verify, process invoices and check requests, and prepare payments for approval.
• Assist with special projects as needed.
• Maintain an organized, clean office environment.
• Performs related duties as assigned.
• Subject to recall 24/7

Qualifications

• Ability to sit, stand, and transport self from building to building
• Ability to kneel, crawl, climb, and twist for purposes of installing and maintaining equipment
• Ability to lift systems and firewall equipment.

Supplemental informationKnowledge, Abilities, and Skills

• Proven experience as an administrative assistant or office admin assistant.
• Knowledge of office management systems and procedures.
• Proficiency in office equipment, such as printers and fax machines.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Experience with purchasing duties, including requisition submission, purchase order processing, and invoice payments.
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.

Minimum Education, Experience, and Certification:

• High school diploma or equivalent, three years of experience in an administrative support role.
• Valid Texas Driver's License.