Office Administrator - IT

Position Summary

Essential Job Functions

• Provides administrative support to the Director and department team members.
• Performs a variety of miscellaneous clerical functions, including typing forms, letters, and reports, maintaining files, making copies, preparing outgoing mail and opening and distributing incoming mail.
• Answers telephone calls and greets visitors; responds to routine questions, complaints, and requests for service; provides information and assistance related to department functions, activities, fees, procedures and forms; initiates problem resolution for more complex issues.
• Generates various manual or computerized activity, financial and statistical reports; submits reports to appropriate individuals or agencies.
• Performs general maintenance and troubleshoots minor problems on office equipment; coordinates preventive maintenance and repair on printers and copiers.
• Maintains Department files and filing systems.
• Manages the department’s administrative operations, including purchasing, budgeting, payroll preparation, personnel record keeping, building and vehicle maintenance, and asset record keeping.
• Functions as purchasing agent for the Department; processes purchase orders, claim vouchers and budget transfers; reviews invoices; maintains vendor files, purchasing records, contracts, and agreements.
• Assists in preparation of bid specifications and price quotes, as required by City purchasing guidelines, and in preparation and review of vendor contracts.
• Assists in preparation and administration of department’s budget on a day-to-day basis; records and monitors expenditures and revenues; reconciles budget reports to department records.
• Coordinates the preparation of the department’s annual budget.
• Processes payroll for the department; verifies data from time sheets in ADP system for paycheck generation.
• Assists employees with questions regarding personnel and employment issues.
• Maintains inventory of Department’s capital assets, records new assets with Finance department for accounting purposes.
• Coordinates and supervises building maintenance and repair activities, including fire sprinkler testing and fire extinguisher maintenance, and controls distribution of keys for facility access.
• Monitors registration, maintenance and repair activities of Department vehicles.
• Maintains inventory levels of department equipment and supplies; initiates quotes or orders for new or replacement materials.
• Helps maintain inventory of radio equipment for various City departments and processes bill for radio maintenance.
• Acts as City-wide, “Special Person of Contact” (SPOC), for cellular phone equipment and services.

• Performs other related duties as required.

Knowledge, Skills & Abilities

• Knowledge of government budgeting, accounting, purchasing, personnel and operating policies and procedures.
• Ability to perform addition, subtraction, multiplication and division, and to calculate decimals and percentages.
• Ability to provide guidance, assistance, and interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to communicate effectively; includes ability to speak and write clearly and to interact with others to exchange information and resolve problems.
• Ability to maintain confidentiality of highly sensitive data.
• Ability to manage or coordinate multiple tasks or activities simultaneously.
• Ability to operate a personal computer, utilizing word processing, spreadsheet, database management, camera control, and other software applications as may be necessary to perform essential job functions.
• Ability to utilize a variety of equipment associated with administrative functions, such as a copier, printer, fax machine and shredder.
• Ability to work extended periods of time at a keyboard or workstation.
• Ability to compile, review, evaluate, prioritize, record, and tabulate data.
• Ability to utilize a variety of reference and descriptive data and information.
• Ability to exercise discretion in identifying and selecting from alternative courses of action.
• Ability to exert light physical effort, which may involve the lifting, carrying, pushing and/or pulling of objects and materials weighing 5-10 pounds.
• Essential functions are regularly performed without exposure to adverse environmental conditions.

Qualifications Required to Perform Essential Job Functions

• High school diploma or GED, supplemented by college level course work or vocational training in bookkeeping and personal computer operations.
• Three (3) to five (5) years experience that includes progressive responsibility in office work, budget preparation, basic bookkeeping and personal computer operations.
• Or any equivalent combination of education, training and experience that provides the requisite knowledge, skills, and abilities for this position.