Administrative Assistant - Technology Division

The Administrative Assistant is responsible for handling administrative duties for the Technology Division

• Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately, answer and direct phone calls or take messages for appropriate parties.
• Perform general administrative duties such as preparing plans and specifications for pickup/shipment, filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, sorting and distributing correspondence, manage service agreements and maintenance contracts.
• Create IT Billing for all jobs and divisions monthly. This includes telecom and all equipment rental invoices and billing for external customers.
• Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
• Approve and code all IT related invoices within the Imaging system, monitor payments to vendors.
• Place orders with preferred vendors after proper approval has been received.
• Work with the IT division head on monthly cash flow and budgeting across divisions.
• Maintain the IT inventory database. This will include the add/removing/assigning of all equipment during the acquisition/transferring/retirement process. Schedule/organize bi-annual disposals
• Reconcile credit card receipts.
• Maintain time and attendance records for IT Division
• Maintain software licensing records and contract files

• High School Diploma, GED or equivalent
• 1-2 years of experience providing administrative support preferably in the IT or A/E/C industry
• Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
• Proficient in MS Office
• General basic knowledge of and ability to learn new software and other related programs and systems.