Information Technology Secretary

The role of the Information Technology Secretary is to perform a wide variety of responsible secretarial, clerical, and administrative support duties for the Information Technology Department; to provide general information and assistance to City staff, vendors, and the public; to serve as backup support for Service Desk operations; and to coordinate the receipt, tracking, and documentation of IT purchases, deliveries, and related inventory or asset records. The Information Technology Secretary must exercise initiative, independent judgment, decision making and confidentiality.

DISTINGUISHING CHARACTERISTICS This is the entry /journey level class in the secretarial series and is distinguished from lower level clerical classes by the level of difficulty of assigned duties encompassed in acting as a personal secretary to a member of middle management staff. In addition, positions of this class are distinguished from those allocated to the Administrative Secretary class by the scope and complexity of duties assigned to a position providing secretarial support to a city department head.

SUPERVISION RECEIVED AND EXERCISED Receives general supervision from the Information Technology Director and other management staff. Position requires the exercise of considerable independent judgment and initiative. Assignments are received in the form of general objectives, and the employee is expected to define priorities and develop methods and routines.

ESSENTIAL DUTIES: Essential and other important duties and responsibilities may include, but are not limited to, the following:

Provide clerical and secretarial support to assist Information Technology staff in the completion of their duties and responsibilities.

Compose, prepare, and review a variety of memoranda, correspondence, reports, notices, forms, bills, and other documents as assigned; type and proofread assigned materials; prepare and distribute reports for review and use; prepare and maintain department forms; and copy and collate materials as necessary.

Screen office visitors and telephone calls; respond to complaints and requests for information related to department regulations, procedures, systems, and precedents; receive and route mail and deliveries.

Maintain calendars of departmental activities, meetings, training, and events; coordinate activities with other City departments, vendors, the public, and outside agencies.

Compile, assemble, and input data into computer systems for various uses.

Perform general clerical work including filing, scheduling appointments, and processing personnel, payroll, purchase requisitions, reimbursement requests, receiving documentation, and related administrative records.

Track the status of IT purchases, including equipment, software, peripherals, and supplies, from order placement through delivery; maintain logs and records of expected and received shipments; follow up with vendors and internal departments regarding delayed, incomplete, damaged, or incorrect orders.

Serve as backup to Service Desk operators by answering calls, receiving service requests, documenting incident and request information, routing tickets to appropriate technical staff, and providing routine status information to users in accordance with department procedures.

Support departmental coordination of meetings, training sessions, and technology-related events, including scheduling rooms, notifying participants, and preparing materials.

Other important responsibilities and duties may include: Research, compile, and analyze data for special projects; collect and assemble data and background materials for a variety of reports.

Schedule travel arrangements, reservations, daily operations, or meetings for department staff as assigned.

Order and maintain office supplies and designated departmental materials.

May attend and provide assist at night meetings related to City functions.

Perform related duties as assigned.

Knowledge of: Proper public contact and telephone etiquette.

English usage, spelling, grammar, and punctuation.

Modern office methods, practices, procedures, and equipment, including computers.

Business letter writing and basic report preparation.

Record keeping and basic reporting procedures.

Basic customer service practices for IT call intake and service request routing.

Standard office software, email systems, spreadsheets, shared calendars, and data entry applications.

Ability to: Handle confidential and sensitive information with discretion.

Tactfully respond to requests and inquiries from the general public, City staff, vendors, and internal customers.

Simultaneously perform a variety of responsible clerical and secretarial functions.

Independently prepare a variety of correspondence.

Work independently in the absence of supervision.

Establish and maintain cooperative working relationships with those contacted in the course of work.

Communicate effectively, both orally and in writing.

Type at a speed necessary for successful job performance.

Learn department-specific software, Service Desk procedures, purchasing workflows, and inventory or asset tracking processes.

Prioritize front-office support, Service Desk backup, and receiving responsibilities in a fast-paced IT office.

Education and Experience One year of responsible secretarial and clerical experience.

Experience involving customer service, service request intake, purchasing support, receiving, shipment tracking, inventory or asset recordkeeping, or IT-related office support is desirable.

Equivalent to the completion of the twelfth grade. Additional specialized training in secretarial science is desirable.

Licenses and Certifications Valid Driver's License (must be able to obtain Valid Texas Driver's License)

PHYSICAL DEMANDS AND WORK ENVIRONMENT Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of up to 25 pounds. Tasks may involve extended periods of time sitting at a keyboard or workstation. Frequent use of hands and fingers to operate a computer keyboard, mouse, and handle other computer components. Some tasks require visual and sound perception and discrimination and oral communications ability. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The work environment is at times fast paced and requires the ability to multitask and manage multiple projects at any given time. Creativity, problem-solving skills, and a desire to learn are requirements for this position.