Administrative Assistant III

City of Victoria; Victoria (TX); On-site; USD 40,000 - 50,000; Full time

Job summary

City of Victoria is seeking an administrative professional to support the Information Technology Department. The role involves handling administrative duties, providing customer service, and assisting with IT budget development and expense reconciliation.

The position requires strong Microsoft Office skills, ability to manage confidential information, and effective communication with city staff and the public.

Qualifications

• High school diploma or GED; 1–3 years of office experience preferred.
• Familiarity with IT department operations and budgets is a plus.
• Ability to handle confidential information and work professionally.

Responsibilities

• Performs administrative duties and provides customer service to all customers for efficient operation of the Information Technology Department.
• Assists IT with budget development, reconciliation, maintaining expense reports, and balancing monthly.
• Maintains printer/copier database, cellular inventory, and fiscal reports for Finance.
• Handles help desk requests, monitors system activity, and ensures timely task completion.
• Maintains office supplies and supports policy creation in coordination with the IT Director.

Skills

IT knowledge

Office software

Customer service

Communication

Records management

Education

High school diploma or GED

Tools

ERP software

Microsoft Office

Job description

Performs administrative duties and provides customer service to all customers (internal and external) for efficient operation of the Information Technology Department. Assists IT with budget development, reconciliation, maintaining expense reports, and balancing monthly. Reports to IT Director for budgetary planning and tracks IT budget expenses and assets.

• Makes limited delegated policy and procedure interpretation within the specific areas authorized by the Department. Conducts transactions with Department Heads, other employees or proper agencies requiring detailed knowledge of rules, procedures, policies, precedents, and activities; supplies information involving facts and interpretations.
• Works closely with other co-workers to assure city compliance with Federal, State, and local laws regarding HIPPA, PCI, and CJIS. Assists with performing internal audits when needed.
• Works closely with Director concerning policy creation and modification as changes become apparent.
• Maintains printer and copier database and submits monthly reports to Finance.
• Maintains cellular database, orders replacement cellular devices and creates billing report for Finance.
• Verifies computer related assets are accurately maintained in database; completes computer related transfers and/or retirement of assets to Finance.
• Responsible for handling phone calls and timely creation and assignment of help desk requests.
• Actively monitors help desk system and solicits timely feedback from co-workers regarding delays in completion of assignments.
• Maintains office supplies and reviews monthly budget report for accuracy.
• Ability to get along with other employees and the public in a professional and friendly manner to provide excellent customer service.
• Always maintains high confidentiality due to sensitive IT information.
• Performs duties in a safe and orderly manner, complying with all City and department safety rules.
• Regular attendance at work and arrives on time. Ability to work or report back to work as called during a manmade or natural disaster.
• Performs all other job-related duties as assigned or as become apparent.

Work is performed in a standard office environment.

• Knowledge of Information Technology and ERP software.
• Knowledge of Microsoft Office applications including but not limited to, Word, Excel, PowerPoint, and Outlook.
• Knowledge of general Office policies, procedures, and practices.
• Knowledge of records maintenance and retention practices and procedures.
• Ability to utilize office equipment and associated software programs.
• Ability to interact tactfully and professionally with City staff, outside agencies, and the public.
• Ability to compile and prepare clear and concise reports.
• Ability to maintain confidentiality and follow best practices when handling sensitive information.
• Well organized and able to appropriately prioritize duties in order to meet deadlines.
• Experience presenting information to groups of varying sizes
• Ability to effectively communicate both verbally and in writing.
• Ability to establish and maintain effective working relationships.
• A valid State driver's license may be required.
• High school diploma or GED; AND one - three (1-3) years of office experience OR an equivalent combination of education, training, and experience.