Job Description

Job Title

Information Technology Administrative Assistant

Department

I.T. Department

Supervisor

I.T Manager

Position Overview

Under direct supervision of the I.T. Manager in conjunction with Director, Information Management. You will manage the internal and external office operations of the Information Technology department, including interactions with staff, consultants, and vendors. The Administrative Assistant has primary organizational responsibility for the daily operations, phone calls, setting up users, quotes, and preparing agendas/materials, and taking notes to identify next steps for the Information Technology Department

Essential Functions

• Manages the day-to-day office operation of the Information Technology Department, including ensuring that calls, correspondence, timecards, and financial processes are handled in a timely manner.
• Maintains the Information Technology Business Continuity Plan Coordinates with the Directors on the management of I.T. related meetings, including the technology departmental/Fund Budget meetings.
• Assists with scheduling.
• Coordinates with staff and key consultants, including organizing key meetings, managing agendas, and following up on agreed-upon priorities.
• Manages handling of complaints escalated to the Information Technology Department.
• Greets visitors to the Information Technology Department
• Manages schedules and reservations

Educational

Requirements

Minimum: One (1) year of business school or Vo-Tech training in Clerical Office Management, Administrative Assistance/Secretarial Science, or related field.

Preferred: Associates Degree in Business Administration or related field.

Experience Requirements

Minimum: Two (2) years clerical experience.

Preferred: Three (3) years of clerical experience.

Knowledge, Skills, & Abilities

Computer:

• Proficiency in Microsoft applications, including Word, Excel, Outlook, Power Point, Internet Explorer, etc.
• Proficiency in the proper use and operation of standard office equipment (fax, copier, telephone, etc.) and information systems equipment.
• Ability to learn Microix software system.
• Ability to learn Utility Billing software system.

Communication:

• Ability to establish and maintain professional relationships with co-workers and outside agencies at all levels.
• Ability to communicate effectively with co-workers, the general public, clientele, tribal members, outside agencies, and other concerned parties.
• Skilled in the use of business communications (proper spelling/grammar).
• Skilled in the use of business arithmetic (accounting, etc.).

Miscellaneous:

• Ability to pass a background screening.
• Ability to interpret and follow applicable federal, state, tribal, and local laws, regulations and requirements.
• Ability to effectively conduct research, analyze information, and interpret data
• Ability to work under tight time constraints.
• Ability to meet deadlines, adapt to changing priorities, and work well under pressure.
• Must demonstrate strong organizational skills, with the ability to prioritize.
• Ability to analyze situations and adopt appropriate courses of action.
• Ability to maintain confidentiality.
• Must work independently.
• Must possess a valid Oklahoma Driver's license and be insurable by the Pawnee Nation's insurance carrier.

Physical Demands

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee is frequently required to stoop, kneel, crouch, and crawl. The employee must occasionally lift and/or move up to 50 pounds.

Work Environment

Work is generally performed in an office setting with a moderate noise level. Evening and/or weekend work is often required. Occasions may arise requiring work outdoors where exposure to natural weather conditions may occur. There is regular interaction with the public, other agencies, and employees. Tight time constraints and multiple demands from several and multiple demands from several people are common. Travel may be required for training, meetings, conferences, presentations, and other events.

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