IT - Administrative Assistant

County of Luna•Deming, NM

6d•Onsite

About The Position

Under the direction of the Chief Information Officer, or designee, the IT Administrative Assistant performs a variety of administrative, clerical, and customer service duties in support of the Information Technology Department. Responsibilities include maintaining records, coordinating schedules, assisting with procurement activities, answering phones, greet guests at the IT/GIS door, providing administrative support to IT staff, submitting IT tickets for County staff that have called into IT for technical support, and ensuring accurate documentation of departmental activities. The position requires a high degree of organization, attention to detail, confidentiality, and professionalism.

Requirements

High School Diploma or GED required.
Three (3) year of administrative, clerical, customer service, or office support experience preferred.
Experience with data entry, records management, inventory control, or office administration is desirable.
Must possess a valid Driver’s License.
Must successfully pass a background investigation, including NCIC and fingerprint checks.
Must pass a pre-employment drug screening.
Knowledge of modern office practices, procedures, and equipment.
Knowledge of records management and data entry practices.
Knowledge of Microsoft Office Suite, including Word, Excel, Outlook, and related software.
Knowledge of basic inventory tracking and purchasing procedures.
General understanding of governmental office operations and administrative practices.
Knowledge of confidentiality requirements and records retention procedures.
Strong organizational and time-management skills.
Excellent verbal and written communication skills.
Customer service and interpersonal skills.
Data entry and recordkeeping accuracy.
Ability to prioritize multiple assignments and meet deadlines.
Proficiency in standard office software and office equipment.
Ability to maintain accurate records and prepare reports.
Ability to work independently with minimal supervision.
Ability to exercise sound judgment and discretion with confidential information.
Ability to establish and maintain effective working relationships with employees, officials, vendors, and the public.
Ability to follow oral and written instructions.
Ability to communicate effectively both verbally and in writing.
Ability to manage multiple tasks in a fast-paced office environment.

Nice To Haves

Associate Degree in Business Administration, Office Administration, Information Technology, or a related field preferred.

Responsibilities

Serve as the primary administrative support for the Information Technology Department.
Answer and route incoming telephone calls, emails, and access to the IT/GIS department, and inquiries.
Maintain departmental files, records, databases, and documentation.
Perform data entry and generate reports as required.
Assist with maintaining inventory records for computer equipment, software, peripherals, and other IT assets.
Assist asset tracking activities and assist with physical inventory audits.
Assist with purchasing processes, including preparing requisitions, ordering supplies, and maintaining procurement records.
Coordinate and schedule maintenance, repairs, meetings, and departmental activities.
Prepare correspondence, reports, spreadsheets, forms, and other administrative documents.
Assist with updating and maintaining IT policies, procedures, manuals, and training materials.
Coordinate communication between the IT Department and County departments.
Assist with records retention and document management requirements.
Maintain confidentiality of sensitive information and records.
Perform other related duties as assigned.
Maintain records/calendar of reoccurring renewals, to process the renewals in accordance with procurement procedure.
Establish and maintain positive working relationships with County departments, vendors, and IT & GIS personnel.
Ensure departmental records are complete, accurate, and current.
Assist in maintaining compliance with County policies and procedures related to information technology and records management.
Demonstrate professionalism, ethical conduct, and commitment to customer service.
Regular attendance is an essential function of this position.