Executive Assistant - IT

JOB A successful candidate will play an active role in the City of College Park’s existing operational success. The purpose of the position is to support the efficient operation of the Information Technology Department through the coordination of a wide variety of administrative and clerical duties. EXAMPLE OF DUTIES Independent judgment is required to identify, select, and apply the most appropriate of available guidelines and procedures as well as interpret precedents. This position is responsible for providing executive-level administrative support, liaison, office coordination, word processing, and typing, and file maintenance duties, help desk support, Office Management.

• Coordinates and manages departmental correspondence.
• Receives inquiries and complaints from the public; coordinates with others as necessary to obtain the required information; may compose appropriate written responses.
• Searches files, gathers facts, and compiles a variety of data required for preparation of reports; acts as liaison to expedite the flow of information.
• Receives visitors, schedules appointments, and receives calls for information requests, directing caller or relaying information to the appropriate parties; may open, sort, and distribute mail.
• Coordinates activities to ensure timely submission of documents or information that may be required of staff to complete a major project.
• Types drafts and finished documents of a variety of materials from written or verbal instruction.
• Composes a variety of letters, memoranda, instructions, and other documents on own initiative or from brief notes or verbal instructions.
• Coordinate and maintain department payroll information; collect daily recap sheets; maintain attendance; collect overtime sheets; calculate leave and overtime information.
• Help coordinate employee evaluation process.
• May assist with the grant writing process.
• Prepares various weekly and monthly reports.
• Maintains office efficiency by planning and implementing office systems, and day-to-day layouts.
• Completes operational requirements by scheduling and assigning tickets to IT employees; and following up on ticket status.
• Keeps management informed by reviewing and analyzing special reports; and summarizing information.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; and participating in professional societies.
• Achieves financial objectives by assisting with the annual budget; scheduling expenditures; analyzing variances; and initiating corrective actions.
• Ensure that all items are invoiced and paid on time.
• Serve as the liaison between IT and internal departments as well as external vendors.
• Collect daily recap trouble tickets through BOSS systems.
• Organize and assist with coordinating city events.
• Receives inquiries and develops resolutions for CCPK staff and the public; coordinates with other team members as necessary to obtain the required information; may compose appropriate written responses.
• Searches files, gathers facts, and compiles a variety of data required for preparation of reports; acts as liaison to expedite the flow of information for the Director of Information Technology.
• Attends meetings; types agendas and meeting minutes.
• Performs other related duties as assigned.
• The omission of specific duties does not preclude the supervisor from assigning duties that logically relate to the position.

• Associate’s degree or two (2) years of college coursework required. Bachelor’s degree preferred.
• Four (4) years of progressively responsible administrative work, with some experience in the public sector preferred.
• Equivalent combination of education and experience.
• Considerable experience in working with the general public.
• Strong organizational and communication skills.
• Experience in communicating with diverse communities, and in establishing and maintaining cooperative working relationships.
• Proficiency in MS Office Suite, as well as knowledge and understanding of the organizational structure, workflow, and operating procedures.
• Extensive hours and weekends will be required at times.
• Pre-employment screening is required: criminal background check and drug testing.