The Information Technology Office Assistant is responsible for supporting the Business Management Office (BMO) and other corporate business units with basic IT support and administrative tasks associated with customer implementation projects, on-going maintenance and operations, as well as internal corporate initiatives.
Although the main functions of this position will be office assistance work, the desired candidate will have an interest in IT security compliance or technical support.
Responsibilities
• Perform physical security inspections of facility and data center
• Assists in resolving problems and ensuring satisfactory customer service
• Processes forms or applications to ensure accuracy and completeness; computes or verifies data, fees or payments, enters data and forwards or files paperwork
• Perform quality assurance tasks on documented procedures
• Uses a personal computer and a variety of office software applications including word processing, email, and file management
• Creates documents in Word or uses predefined templates and form letters
• Creates and/or maintains files in Excel and PowerPoint
• Tracks company software licensing to maintain compliance with license expiration
• Negotiates terms with license vendor for renewals and new purchases
• Perform time submission tasks for payroll and accounting
• Tracks general maintenance support contracts and coordinates associated maintenance schedules
• Perform shipping and receiving duties for corporate office
• Route mandatory paperwork for signatures and approvals
• Greet, sign-in and document guest, customers and visitors
• Operates office equipment such as printers, copy machines, fax machines
• Serves as liaison with service and vendor personnel
• Ensure compliance with internal company policies and procedures
• Coordinates, organizes, and takes minutes at meetings, and supports other department activities and functions
• Books travel arrangements
• Schedules or obtains use of conference rooms and sets up rooms and equipment for use
• Receives mail or correspondence for the work unit or area
• Opens or reviews correspondence and determines proper disposition
• Maintains department supplies and inventories
• Tracks status, orders, purchases, and maintains or distributes supplies as needed
• Maintain and update the company Office Operations Manual as needed
• Perform other duties as assigned
Work Environment and Physical Characteristics
• Position involves sitting for extended periods of time while working at a computer terminal.
• Positions in this job family typically work in an office setting but may be assigned more physical duties such as transporting office supplies and equipment.
Skills and Experience
• Excellent Word, Excel, PowerPoint, Outlook, Visio, meeting facilitation
• Excellent organizational, task tracking and follow up skills
• Ability to effectively communicate via phone and email ensuring that all Office Assistant duties are completed accurately and delivered with high quality and in a timely manner
• Ability to work with aggressive project deadlines in a fast-paced environment
• Must have excellent attention to detail, action oriented, able to deliver results
• Strong verbal and written communication skills to all levels of the organization
• Must be able to write procedures and related to position responsibilities
• Ability to create and maintain positive and professional business relationships with both internal associates and external customers
• Must maintain a reliable and dependable time and attendance record
• Must work effectively in a team environment, multi-team setting, as well as independently
• Must know how to provide a status on assigned deliverables (i.e., estimate their work)
• Must be a U.S. Citizen
Preferred but not Mandatory
• Basic understanding of modern information technologies (networking, application management)
• Basic understanding of project management methodology and principles
• Experience writing and updating policies and procedures
Education
• High school diploma or equivalent; college degree preferred
• (Optional) Certification in an IT discipline
EOE M/F/D/V
