Administrative Assistant Information Technology (Part-time)

Village of Tinley Park•Tinley Park, IL

3d•Onsite

About The Position

The Village of Tinley Park is seeking a talented and motivated individual to support its Information Technology Department as an Administrative Assistant on a part-time basis. This role will provide comprehensive administrative and clerical office support to the Information Technology Department, contributing to the smooth operation of a vibrant and growing community.

Requirements

High School diploma or GED equivalent.
Minimum of one (1) to three (3) years of experience in an office environment.
Valid driver's license.
Knowledge of general office practices and procedures, including filing systems, standard clerical procedures and office operations.
Knowledge of types of office filing systems and the use of common office equipment such as computers, fax machines, and copiers.
Knowledge of English grammar, punctuation, and spelling.
Knowledge of business formatting of documents, and proofreading material to make all necessary corrections.
Excellent customer service skills.
Excellent communication (both verbal and written) skills.
Excellent interpersonal skills.
Ability to follow written and oral instructions.
Proficiency in Microsoft Office Suite applications such as Microsoft Word, Outlook, and Excel.
Ability to create and establish operational records.
Ability to exercise judgment in the application of prescribed procedures and methods of routine matter.
Ability to establish effective working relationships.
Ability to read, interpret, and apply rules, laws, and procedures.
Ability to maintain a professional attitude and physical appearance appropriate for daily public contact.
Ability to be consistently present with advance notification of absences.

Responsibilities

Provide general administrative support to IT office operations, including calendar management, general office administration, and procurement policy administration.
Coordinate and schedule multi-departmental meetings, project meetings, vendor meetings, and other meetings.
Prepare a wide variety of documents including general correspondence, ordinances, resolutions, and meeting packets.
Assist with the preparation and completion of departmental forms, applications, contracts, and other required documents.
Gather, compile, and organize information for reports and departmental documentation.
Answer and screen telephone calls, route inquiries to appropriate staff, and respond to general questions related to departmental operations.
Perform general office support duties such as copying, filing, collating, and document distribution.
Process departmental mail and other administrative tasks.
Coordinate ordering of office supplies and equipment servicing, including maintaining office supply inventory levels.
Establish, organize, and maintain general and confidential departmental filing systems and records in accordance with records management practices.
Coordinate departmental procurement and invoice management.
Track and monitor service contract timelines and contract renewals.
Create and submit departmental purchase orders in coordination with contract approvals, ensuring compliance with procurement policy.
Gather, maintain, and submit required documentation to support IT purchases.
Review, process, and track departmental invoices, ensuring timely submission to finance for payment.
Research and resolve outstanding invoice issues.
Obtain competitive pricing and secure a minimum of three vendor quotes for purchases exceeding $3,000 in accordance with procurement policies.
Perform data entry and maintain accurate information across multiple departmental systems and databases.