Administrative Assistant - Technology Projects, Training, And Infrastructure

Administrative Assistant - Technology Projects, Training, and Infrastructure
Purpose Statement
The job of Administrative Assistant - Technology Projects, Training, and Infrastructure is done for the purpose/s of providing support to department activities with specific responsibility for communicating information; supporting training; problem solving; improving processes; assisting projects; coordinating meetings and schedules; resolving complaints and improving customer service. This position provides full spectrum administrative support to the following teams within Technology Services: Project Management, Training, Network, Systems, Audio-Visual and Infrastructure.
This job reports to: Manager of Projects/Training and Manager of Network/Infrastructure.
Essential Functions

• Assists in the creation of district level internal and external communications for the purpose of disseminating important information about district technology.

• Assists in the development of project presentations and reports for the purpose of conveying information to stakeholders.
• Compiles data from a wide variety of sources (training, project schedules, calendars, budget, research, surveys, etc.) for the purpose of preparing reports, making recommendations and/or preparing information for assigned administrator.
• Coordinates a wide variety of project components (e.g. meetings, technology trainings, professional development events, travel and accommodations, financial reimbursements, procurement, use of facilities, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.

• Gathers information and ideas for the purpose of program development and technology communication.
• Handles daily work pressures of working with multiple projects and office tasks for the purpose of completing work within a limited period of time.

• Maintains a wide variety of electronic documents, survey data, contracts, financial records and reports for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a wide variety of activities on behalf of assigned administrator (e.g. project components, meeting arrangements, work order status, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.

• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Participates in a variety of meetings, workshops, and/or trainings (e.g. project meetings, department meetings, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of attendees.
• Prepares a wide variety of documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting documentation, social media posts, graphics, periodic and ad-hoc reports, operational procedures, manuals, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information. Assists with training instructions and documentation.
• Presents information on administrative procedures (e.g. department/program policies, submission procedures, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.
• Processes a wide variety of documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Procures supplies and materials for the purpose of maintaining availability of required items.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Represents assigned administrator in his or her absence (e.g. district staff requests for information, etc.) for the purpose of conveying and/or gathering information required for their functions.
• Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements.
• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, public agencies, parents, vendors, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.
• Supports the continued development of the Department of Technology's Communication Plan for the purpose of keeping stakeholders informed and increasing customer satisfaction.
• Tracks and maintains metrics of all communication deliverables for the purpose of assessing effectiveness and providing recommendations for improvement.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements
Skills, Knowledge, and Abilities:
SKILLS are required to perform technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: maintaining digital documentation and resources; excellent customer service; communicating effectively both verbally and in writing with internal and external audiences; comfortable with technology; applying federal, state and District policies and regulations; operating standard office equipment; preparing and maintaining accurate records; utilizing pertinent software applications; and auditing financial reports.
KNOWLEDGE is required to perform basic math functions, read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; pertinent codes, policies, regulations and/or laws; communication best practices; business telephone and email etiquette; and proficiency with Microsoft Office applications.
ABILITY is required to schedule activities and/or meetings; accurately type a minimum of 60 words per minute; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; and work with data utilizing defined but different processes. Ability is also required to work with a significant diversity of individuals and/or groups and work with a variety of data. Problem solving is required to identify issues and create action plans. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups, adhering to state purchasing guidelines, maintaining confidentiality, working with detailed information/data, accuracy and attention to detail, and dealing with frequent interruptions.
Responsibility
Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.
Working Environment
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and significant fine finger dexterity. Generally, the job requires 90% sitting, 5% walking, and 5% standing. This job is performed in a generally clean and healthy environment.
Experience Job related experience with increasing levels of responsibility is desired.
Education Targeted, job-related education with study in job-related area.
Required Testing
Clearances
Job-Related Skills Proficiency Test
Criminal Justice Fingerprint/Background Clearance
FLSA Status
Non Exempt