Administrative Assistant III

City of Victoria, TX; Victoria (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

The City of Victoria, TX IT department seeks a capable administrative assistant to support daily operations, handle customer service, and assist with budgeting and asset tracking. You will work under the IT Director, maintaining databases, processing requests, and ensuring compliance with city policies.

Responsibilities include budget reconciliations, asset management, help desk coordination, and monthly reporting.

Qualifications

• High school diploma or GED required.
• 1–3 years of office experience in administrative support.
• Experience with ERP systems and Microsoft Office.

Responsibilities

• Performs administrative duties and provides customer service for IT operations.
• Assists IT with budget development, reconciliation and expense reports.
• Reports to IT Director; tracks IT budget expenses and assets.
• Maintains printer/copier database and submits monthly finance reports.
• Maintains cellular database; orders devices and creates billing reports.
• Verifies IT assets in the database and handles asset transfers/retirement.
• Handles phone calls and creates/assigns help desk requests.
• Monitors help desk system and tracks delays in task completion.
• Maintains office supplies; reviews monthly budget reports for accuracy.
• Provides professional customer service to staff and the public.
• Maintains confidentiality of sensitive IT information.
• Follows city safety rules; performs duties safely.
• Attends work regularly and reports during emergencies.
• Performs other job-related duties as assigned.

Skills

Customer service

Budgeting & reconciliation

Budget development

Office software

Communication skills

Education

High School Diploma or GED

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

ERP software

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.