Executive Assistant – Information Technology
Full Time
Memphis, TN 38104
Posted
Job description
Purpose and Scope:
Unavoidable Hazards: The position is exposed to no unusual environmental hazards.
Sensory (ADA) Requirements: The position requires normal visual acuity and field of vision, hearing and speaking abilities. Additional Job Details: AMERICANS WITH DISABILITIES ACT COMPLIANCE SCS is an Equal Opportunity Employer. SCS provides reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.
The Executive Assistant - IT supports the Information Technology executive staff by handling a wide variety of administrative function. The employee is regarded as an expert source of information on processing information; completed work is reviewed for conformance with policy and regulatory requirements; numerous and varied guidelines are adapted and applied.
Essential Job Functions:
1. Performs advanced administrative work for multiple programs and projects, including crafting of presentations and written communications.
2. Serves as lead on scheduling, note-taking, and direct calling of necessary contacts.
3. Prepares and maintain a variety of reports, records, correspondence, and files related to assigned service, activities, and operations; provides for appropriate research and compiles reports as needed.
4. Manages office details by relieving the Chief Information Officer of routine issues and keeps the Chief apprised of potential problems and concerns.
5. Schedules and coordinates the Chief Information Officer calendar and appointments.
6. Schedules and coordinates travel and conference arrangements for the Chief
7. Creates and processes letters, newsletters, e-mails, and other documents independently
8. Prepares and distributes notices, agendas and supplementary materials, schedules facilities and audio-visual equipment, prepares transcribed minutes and follow-up actions, and video or audio recordings of meetings.
9. Monitors receipt of materials, invoices, and mail.
10. Processes requisitions, payroll, travel expenses and reimbursements and work orders for the department and district.
11. Responsible for inventory control of all IT computer devices equipment.
12. Assists with staffing by leading correspondence with all Temporary Agencies and preparing paperwork. Collaborates with staffing to set up interviews.
13. Consolidates and manages the Temporary Consultants contract and budget using Excel spreadsheet. Provides the CIO and hiring managers of the weekly execution of its visibility.
14. Records Asset dispositions for transfer equipment.
15. Performs Special projects as assigned by the Chief Information Officer
16. Performs other duties as assigned or required.
Minimum Qualifications:
2. Serves as lead on scheduling, note-taking, and direct calling of necessary contacts.
3. Prepares and maintain a variety of reports, records, correspondence, and files related to assigned service, activities, and operations; provides for appropriate research and compiles reports as needed.
4. Manages office details by relieving the Chief Information Officer of routine issues and keeps the Chief apprised of potential problems and concerns.
5. Schedules and coordinates the Chief Information Officer calendar and appointments.
6. Schedules and coordinates travel and conference arrangements for the Chief
7. Creates and processes letters, newsletters, e-mails, and other documents independently
8. Prepares and distributes notices, agendas and supplementary materials, schedules facilities and audio-visual equipment, prepares transcribed minutes and follow-up actions, and video or audio recordings of meetings.
9. Monitors receipt of materials, invoices, and mail.
10. Processes requisitions, payroll, travel expenses and reimbursements and work orders for the department and district.
11. Responsible for inventory control of all IT computer devices equipment.
12. Assists with staffing by leading correspondence with all Temporary Agencies and preparing paperwork. Collaborates with staffing to set up interviews.
13. Consolidates and manages the Temporary Consultants contract and budget using Excel spreadsheet. Provides the CIO and hiring managers of the weekly execution of its visibility.
14. Records Asset dispositions for transfer equipment.
15. Performs Special projects as assigned by the Chief Information Officer
16. Performs other duties as assigned or required.
Graduation from an accredited college or university with a Bachelor’s Degree in Business Administration or a related field; OR equivalent combination or related education and experience totaling four (4) years.
(PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED).
Degree Equivalency Formula:
Bachelor’s Degree= 4 years plus required years of experience.
Master’s Degree= 2 years plus required years of experience. Where Master’s degrees are required, years for Bachelor’s Degrees must be included.
Knowledge, Skills, and Abilities:
(PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED).
Degree Equivalency Formula:
Bachelor’s Degree= 4 years plus required years of experience.
Master’s Degree= 2 years plus required years of experience. Where Master’s degrees are required, years for Bachelor’s Degrees must be included.
- Knowledge of administrative procedures and research techniques
- Knowledge of the functions of the school division and its operating procedures
- Must possess analytical and organizational skills, good judgment, and initiative
- Considerable ability to evaluate information, perform analysis and prepare written and oral recommendations
- Ability to develop and maintain effective working relationships
- Ability to coordinate multiple priorities
- Ability to operate a computer and use appropriate software applications and peripheral office equipment
- Demonstrated proficiency in business English, grammar, spelling, and punctuation
- Knowledge, skills and ability to plan, develop, implement innovative solutions to seemingly intractable problems.
- Strong written and verbal communication skills.
- Proficient in the use of Microsoft Office, advanced experience of Microsoft Excel, Microsoft PowerPoint, Microsoft TEAMS, Microsoft Outlook and Canva.
- Ability to manage daily administrative tasks without losing sight of long-term goals and planning.
Physical Demands: Requires sedentary work involving standing or walking for brief periods, exerting up to 10 pounds of force on a regular basis; and some dexterity in operating office equipment.
Unavoidable Hazards: The position is exposed to no unusual environmental hazards.
Sensory (ADA) Requirements: The position requires normal visual acuity and field of vision, hearing and speaking abilities.
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