IT Executive Assistant

Citizen Potawatomi Nation; Shawnee (OK); On-site; USD 25,000 - 33,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Job summary

Citizen Potawatomi Nation Information Technology seeks an Executive Assistant to support the IT Director. The role manages scheduling, documentation, and communications with vendors, while providing frontline technical assistance to staff.

It requires confidentiality, strong Microsoft Word/Excel skills, and comfort learning new technologies. Expected duties include assisting with purchase orders, software/hardware inventories, and project coordination.

Qualifications

• 3–5 years of directly related experience desired.
• Excellent troubleshooting and communication skills (written, oral, listening).
• Strong multi-tasking and ability to work independently and as a team.

Responsibilities

• Provide front line help desk telephone and direct support.
• Create and proofread essential documentation.
• Research hardware and software products, pricing and specifications.
• Organize and track IT department purchase order information and inventories.
• Assist in scheduling, calendar management and vendor communications.

Skills

Front line support

Windows 11

Microsoft Office

Communication skills

Multi-tasking

Team player

Tools

Vendor calls

IT documentation

Job description

JOB TITLE: Information Technology Executive

Assistant

ORGANIZATIONAL UNIT: Information Technology

SUPERVISOR: Director of Information Technology

SALARY RANGE: $18.50 to $24.00 Per Hour

FLSA: Hourly/Non-Exempt

ALL FULL TIME POSITIONS: In addition to your pay, your salary also includes Medical, Dental and Vision Insurance. The Biweekly deduction from employee paycheck is $40.00 for Employee Only, $95.00 Employee plus Children, $120.00 Employee plus Spouse, and $140.00 Employee plus family.

JOB SUMMARY: This position is responsible for the internal organization of the IT Department as well as assisting in basic computer support issues. This person will report directly to the IT Director and assist in daily operations as instructed. Help maintain scheduling, calendar appointments, and documentation. Strict confidentiality and precision performance in these matters is required. This includes organizing and maintaining the department’s purchase order information, software & hardware inventory, and communication with vendors, front line Help Desk services, and general technical support projects. This person must be organized, have knowledge of Microsoft Word, Excel, Adobe Acrobat, and Windows OS, and be comfortable learning new technology skills as required. The IT Administrative Assistant will work with the entire IT department as well as IT internal and external customers. Some evening and weekend work may be required for special events. Minimal travel may be required.

ESSENTIAL FUNCTIONS:

• Strong organizational skills
• Thorough knowledge of computer file/folder management
• Good problem-solving skills
• Provide front line help desk telephone & direct support
• Creation and proof reading of documentation
• Research hardware & software products, pricing and specifications
• Organize and track the IT department’s Purchase Order information
• Organize and track software & hardware inventories and renewals
• Track maintenance contract renewals
• Track equipment replacement cycle information
• Proficient at using Windows 11
• Proficient at email and calendaring functions (O365)
• Understand how to make basic edits to intra-net pages
• Handle multiple projects simultaneously
• Works as a team player that assists in all aspects of the IT Services Department
• Use the established "Help-Desk" system to monitor and track projects and technical support issues
• Assist in obtaining and preparing data for decision-making, planning and evaluation
• Maintains and assures confidentiality of data (Confidentiality is a must)
• Prepares and maintains appropriate written documentation for systems and infrastructure
• Handle CPN communication device and stipend requests
• Performs other duties as assigned by the supervisor

ADDITIONAL RESPONSIBILITIES:

• Performance of other duties and projects as required by Administration and Management

PREFERABLE QUALIFICATIONS:

• Experience with office operations and administrative duties preferred.
• General Windows Operating System and Microsoft Office products required

MINIMUM QUALIFICATIONS FOR CONSIDERATION:

3-5 years of directly related experience desired. Excellent troubleshooting skills. Good communication skills (written, oral and listening). Strong multi-tasking skills. Must have ability to work independently and as a team player.

PREFERRED KNOWLEDGE, SKILLS AND QUALIFICATIONS:

• Ability to provide front line technical support by phone.
• Experience with MS Operating systems, (Windows 11)
• Comfortable calling Vendors
• Comfortable calling Tech Support and escalating issues if needed
• Microsoft Office usage
• Comfortable using Spreadsheets and Database systems
• Ability to work effectively with a wide variety of individuals and groups
• Ability to work independently
• Good skills with keyboard typing and mouse usage
• Good verbal and written communication skills, articulation and spelling a must.

PHYSICAL REQUIREMENTS:

• The employee is also occasionally required to lift and carry materials up to 50 lbs in weight.
• Sitting for long periods of time.

Note: The above statements are intended to describe the general nature and level of work performed by an employee in this position. These statements are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees in this position.