Administrative Assistant - IT

Burke & Herbert Bank & Trust•Alexandria, VA

1d•Onsite

About The Position

Performs administrative work of a complex nature for the Executive Vice President & Chief Information Officer (“EVP”) and department heads; handles general office functions; is responsible for the administration of various functions specific to the department, interacts with the department head’s direct reports as appropriate and performs related work as required. Work is performed under limited supervision with time management being crucial.

Requirements

Professional written and verbal communication skills.
Knowledge of banking practices, procedures and documents.
Ability to establish, maintain and prepare records and reports.
Strong interpersonal skills and ability to deal with a variety of people and maintain integrity and confidentiality for the Bank.
Ability to multitask effectively and use time efficiently.
High school diploma or equivalent required.
Requires at least two years’ demonstrated experience in a position requiring attention to detail, strong organizational skills, and follow through.
Advanced training in Microsoft Word, Power Point and Excel required.

Responsibilities

Conduct research into IT vendor relationships and ensure agreements are accurately maintained in the Bank’s vendor management system (NVendor “VMS”) and that pertinent details are captured in the department’s IT Asset Management system (FreshService “ITAM”).
Prepare and deliver notifications of intention not to renew agreements according to the delivery instructions therein (e.g., signed letter on letterhead sent by registered mail, email, etc) and ensure cancellations are recorded in VMS and ITAM.
Review incoming invoices to ensure validity of charges.
Assist in reconciliation efforts for complex invoices (such as the Microsoft Office and Azure invoices).
Assist in IT asset inventory / fixed asset reconciliation efforts.
Collect key metrics from department heads for various reporting purposes and prepare related visual elements.
Coordinate official meetings of and record minutes for the IT Steering Committee and Board-level Technology Committee (“TECHCO”).
Assist in writing/updating policies and procedures within the department.
Submit expense reports on behalf of the EVP.
Support multi-faceted projects, tasks and product/software conversions as needed.
Assist with year-end budget proposal for the department.
Research, review and produce monthly budget variance reports for the department.
Monitor support tickets involving Bank VIPs and ensure timely follow up and satisfactory resolution.
Assist with new VIP employee onboarding.
Participate in all department meetings, record minutes and distribute as appropriate.
Plan various department events and assist with conference registrations and travel arrangements.
Review department employee Timecards, work with employees to correct missed punches, and approve.
Monitor progress of department employee training assignments and send reminders as necessary to ensure timely completion.
Track important tasks on behalf of the EVP.
Complies with all policies and procedures as applied to the Bank's BSA/AML policy.
Perform other duties as assigned.