IT Administrative & Project Support Specialist

Pala Band of Mission Indians; United States; On-site; USD 38,000 - 52,000; Full time

Job summary

The Pala Band of Mission Indians is seeking an IT Administrative Assistant to keep IT operations organized and support staff across departments. You will manage scheduling, helpdesk coordination, purchasing, and records, while assisting the IT Director with documentation and project follow-up.

The role emphasizes confidentiality and basic technical support within training, collaborating with HR, finance, and vendors to ensure timely service and smooth technology operations for tribal programs.

Qualifications

• High school diploma or equivalent; administrative or customer service experience required.
• Experience supporting an IT department or helpdesk preferred.
• Valid California driver’s license if duties require driving.
• Must pass pre-employment background and drug testing; drug-free workplace.
• Fingerprints background check may be required.

Responsibilities

• Manage the Director of IT’s calendar, schedule meetings and site visits, prepare agendas and notes, and track assignments and follow-up dates.
• Monitor the IT helpdesk queue and shared communications; create, categorize, assign and follow up on tickets, and keep requesters informed of status and next steps.
• Coordinate new-hire, transfer and separation requests using approved checklists; collect required information, track approvals, and confirm completion with technical staff and Human Resources.
• Maintain organized records for contracts, renewals, warranties, vendors, software subscriptions, purchase orders, invoices and equipment inventory; alert the Director to upcoming deadlines and discrepancies.
• Prepare purchase requests, obtain quotes, track orders and deliveries, receive packages, and coordinate invoice review with the Finance Department.
• Track project schedules, action items, equipment orders and documentation for network and fiber upgrades, phone systems, security cameras, access control and building technology work.
• Support CupaNet administration by organizing participant and installation records, tracking requests and appointments, preparing approved communications, and coordinating with IT and Accounts Receivable as directed.
• Help maintain records and schedules for the Pala Community Digital Inclusion and Technology Access Project, including workshops, device and hotspot loans, Coursera participation, outreach materials and grant reporting documentation.
• Coordinate meeting room technology requests and provide basic setup assistance for presentations, video meetings, phones and other office equipment.
• Provide basic first-contact support for routine account, device and application questions within assigned training and access; document work and promptly escalates technical or security issues to appropriate IT staff.
• Handle Tribal, employee, participant, financial and system information confidentially; follow access, records retention and cybersecurity procedures.
• Perform other related duties as assigned by the Director of IT.

Skills

Organization

Written communication

Customer service

Follow-through

Education

High school diploma

Tools

Microsoft 365

Outlook

Word

Excel

Helpdesk system

Purchase orders software

Job description

The Pala Band of Mission Indians is seeking an IT Administrative Assistant to keep IT operations organized and support staff across departments. You will manage scheduling, helpdesk coordination, purchasing, and records, while assisting the IT Director with documentation and project follow-up.

The role emphasizes confidentiality and basic technical support within training, collaborating with HR, finance, and vendors to ensure timely service and smooth technology operations for tribal programs.