IT Department Admin Specialist: Operations & Purchasing

City of Midland, TX; Midland (TX); On-site; USD 38,000 - 54,000; Full time

Job summary

The City of Midland ITSD seeks an Administrative Assistant to provide essential administrative support, manage correspondence, filing, travel arrangements, requisitions, and invoice processing with high accuracy and confidentiality.

This role requires strong MS Office skills, experience with purchasing and expense reporting, and the ability to coordinate with internal teams and vendors while maintaining an organized, detail‑oriented work style.

Qualifications

• Minimum education: High school diploma or equivalent; three years of administrative support experience.
• Experience with purchasing duties incl. requisition submission, PO processing, and invoice payments.
• Proficiency in MS Office (Excel and PowerPoint) and office equipment.

Responsibilities

• Provide administrative support to ensure efficient ITSD operations.
• Support team with calls, correspondence, scheduling meetings, and related tasks.
• Manage inventory of office supplies and place orders as needed.
• Handle phone calls and correspondence (email, letters, packages).
• Assist in preparing regularly scheduled reports.
• Maintain filing system and organize records.
• Arrange travel bookings as required.
• Submit and reconcile expense reports.
• Serve as point of contact for internal teams and vendors.
• Submit requisitions and prepare purchase orders for supplies and services.
• Review and process invoices and check requests for payment.
• Assist with special projects and maintain a clean office environment.

Skills

Administrative experience

MS Office

Purchasing / PO processing

Invoice payments

Time management

Attention to detail

Communication skills

Organization skills

Education

High school diploma or equivalent

Tools

Printer / Fax usage

Job description

The City of Midland ITSD seeks an Administrative Assistant to provide essential administrative support, manage correspondence, filing, travel arrangements, requisitions, and invoice processing with high accuracy and confidentiality.

This role requires strong MS Office skills, experience with purchasing and expense reporting, and the ability to coordinate with internal teams and vendors while maintaining an organized, detail‑oriented work style.