Executive Assistant

3 weeks ago


Abilene, United States City of Abilene Full time
GENERAL DESCRIPTION

Under the direction of the assigned Supervisor - Technology, to provide support to the Information Technology Department and Director of Information Technology. To adapt and perform administrative, financial, and inventory services in a fast-paced, dynamic environment and be technology-savvy. The ability to collect and analyze information, problem-solve, and prioritize.

SUPERVISION EXERCISED

This position exercises no supervision.

IMPORTANT AND ESSENTIAL DUTIES

Support the Director and assigned Supervisor - Technology in all aspects of the Information Technology Department including daily and/or weekly budgeting updates for multiple budgets, daily payment request, submitting requisitions for purchase orders, assisting in the City's Purchasing Card program reconciliations, departmental supply ordering, shipping, receiving, inventory management, reception, customer and colleague requests and issues, and other special projects.

Under the supervision of the assigned Technology Supervisor of Information Technology, assists in various assignments to include communication with other departments and/or divisions to request department data. This is to include, but not limited to, researching, analyzing, verifying, and coordinating the input of information into the Department's Budget and/or Technology Fund Budget. Prepare information and reports for the annual Information Technology Plan. Assist with the Abilene Taylor County 911 District operations, board and finances as assigned. Perform many accounting tasks, analysis, and financial functions as required.

Daily inventory management including but not limited to, communication with vendors and suppliers to retrieve pricing/quotes, availability and quantity of product(s), shipping and receiving, issuance and maintenance of documentation and related data.

Perform other administrative functions to include acting as the first point of contact for the Information Technology Department, scheduling meetings, retrieval, processing, and distribution of mail, maintenance of files by keeping them organized and up-to-date, coordination of document retention schedule,

Perform project management functions as assigned.

Draft, coordinate, and implement policy, procedures, and standards as assigned.

Safely operates a motor vehicle to perform routine mail and correspondence pickup and deliveries.

OTHER JOB-RELATED DUTIES

Perform other job-related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Microsoft Office: Word, Excel, PowerPoint, and All Google Applications, (G-Suite).

Accounting practices including Budgeting.

Acquisition practices including purchase requests and processes.

Inventory processes from acquisition through issuance.

Skill to:

Use accounting functions daily.

Leverage acquisitions processes to acquire goods and services.

Maintain inventory practices and documentation.

Function as an efficient organizer with strong time management skills by prioritizing tasks and deadlines and maintaining a clear picture of what needs to be accomplished on a daily, weekly, monthly, and annual basis.

Communicate clearly and effectively, both orally and in writing, with internal and external stakeholders.

Adapt to a dynamic work environment.

Ability to:

Administer and maintain financial information for the Information Technology Department.

Provide technology acquisition services.

Administer and ensure inventory practices are accomplished with precision and accuracy.

Work independently and ensure deadlines are maintained.

Handle multiple tasks and at times heavy workloads.

Professionally manage customer and colleague issues, complaints, and requests.

Learn, use and/or monitor various software systems including Helpdesk ticketing procedures.

Operate standard office equipment including a computer, copier/scanner, fax and calculator.

Maintain confidential and sensitive information.

Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.

Follow and embrace the City of Abilene Core Values - Respect, Integrity, Service Above Self, and Excellence in All We Do.

Perform as a team member in a manner that accomplishes the Division's mission and treats team members with dignity, courtesy, and respect.

Experience and Training Guidelines:

For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:

Experience:

Four (4) years of previous experience in accounting and/or Information Technology is required.

Education/Training:

High school diploma or GED is required.

Associate's degree in Information Technology, Business Management or Business Administration or secondary training is preferred.

License or Certificate:

A valid Texas driver's license: the ability to obtain one within ninety (90) days of employment, or a military waiver is required.

Special Requirements:

Essential duties require the following physical skills and work environment:

Ability to work in a standard office environment.

With or without accommodation, the "X" indicates the overall strength demand of the position during a typical workday:

___ Sedentary - lifting of no more than 10 pounds
___ Light - lifting no more than 20 pounds; carrying up to 10 pounds
_X_ Medium - lifting no more than 50 pounds; carrying up to 25 pounds
___ Heavy - lifting no more than 100 pounds; carrying up to 50 pounds
___ Very Heavy - team lifting over 100 pounds; carrying more than 50 pounds

Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

Codes for how often:
N = No
E = Extensive (100 - 70% of the time)
M = Moderate (60 - 30% of the time)
I = Infrequent (20 - 10% of the time)
A = Almost Never (
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