Administrative Assistant II (26-27 SY)- Technology Services

Irving ISD•Irving, TX

4h•Onsite

About The Position

This position facilitates the efficient and effective operation of the Technology Services Division and provides administrative services to the Chief Technology Officer and Technology Directors. The role involves performing administrative duties, managing budget records, processing accounting tasks, and supporting various reporting and meeting preparations. The Administrative Assistant II is expected to promote goodwill, maintain confidentiality, and provide excellent customer service.

Requirements

High School Diploma or GED
Excellent word processing, database skills and file maintenance
Excellent spreadsheet skills
Effective organizational, communication and interpersonal skills
Knowledge of general office equipment
Knowledge of basic accounting principles
Excellent proofreading and writing skills
Ability to operate computer/peripherals using a variety of applications
Ability to work well under pressure
Ability to work simultaneously on several projects
Five years of administrative support experience or other equivalent education, experience or background

Nice To Haves

Knowledge of district finance system helpful

Responsibilities

Perform administrative duties to support the Chief Technology Officer and Technology Directors
Gather and prepare correspondence, requisitions, forms, reports, spreadsheets, board agenda items and presentations for the Chief Technology Officer, Technology Directors, as well as other district personnel, vendors, and the public.
Maintain records of division budget and perform accounting tasks following established district guidelines including, but not limited to, those related to budget, requisitions, purchase orders, work orders, and department’s travel arrangements.
Enter on-line work order requests, electronic mail, and purchase orders.
Organize information and materials necessary for various committee meetings.
Assist in compiling information for preparing various reports for the Technology Services Department required by State and other agencies (e.g. eRate, PEIMS).
Promote goodwill and effective public relations while maintaining confidentiality and loyalty to supervisors and to the school district.
Secure locations and necessary data and equipment for office and district-wide meetings, including notification of people involved.
Receive incoming calls, take reliable messages, schedule appointments, and maintain calendars for the Chief Technology Officer.
Monitor, process and submit personnel payroll reports as required.
Handle incoming and outgoing mail for the Chief Technology Officer.
Maintain information and comply with state, district and school policies or regulations concerning primary job functions.
Attend division and district meetings and compile minutes as needed.
Maintain departmental files for the Chief Technology Officer and Technology Directors
Ensure that invoices from all vendors are paid correctly and on-time.
Assist in creating Request for Proposals (RFPs) and district bids on technology equipment.
Ensure that all E-rate related documents (e.g. invoices, Free and Reduce Lunch reports, etc.) are delivered to the appropriate Technology Director and to the Districts E-rate Consultant on-time.
Manage and reconcile the payments and reimbursements for all E-rate related services.
Prepare for various meetings (e.g. Schedule rooms, prepare rooms, Coordinate catering [if necessary], Create handouts, etc.).
Attend meetings as directed to record minutes and manage other documentation relevant to the meeting.
Distribute meeting information as directed.
Coordinate and track action items from Technology leadership meetings.
Follow up with directors, vendors, and staff to ensure tasks are completed on schedule.
Provide excellent customer service to all end-users of division services.
Participate in the rotating schedule for phone support in the Admin Building.
Make minor updates to the Technology Services web pages when directed by the Chief Technology Officer, Director of Information Systems, or Director of Network Infrastructure.
Perform other related duties as assigned by the Chief Technology Officer.