Administrative Assistant, IT Services : Competition #173

An Internal Posting in the PPWC Employee Group.

Castlegar

Posted: Thursday, October 31, 2019
Closes: Friday, September 20, 2019

Reporting to the IT Manager, Applications & Operations, and utilizing a service excellence approach, this position provides support for the operations of the IT Services Department and administrative support for the IT Managers. The Administrative Assistant is responsible for all administrative functions that support the department, including updating IT content on College websites, and creating IT process documentation. This position will supply reporting on a variety of hardware, software, inventories and metrics. The Administrative Assistant will support IT Services in the creation of departmental communication documents. The IT Administrative Assistant will possess knowledge of strategic plans, collective agreements, College/Divisional educational and tactical plans, policies and procedures.

Main Duties and Responsibilities

• Provide confidential administrative support to the IT Managers and general administrative support to the IT Services department
• Schedule meetings, appointments, set-up and maintain shared directories, electronic filing systems and initiate and maintain IT specific Web, Moodle and My Selkirk content, including consolidating technical content from department staff and creating content related to IT procedures
• Develop flow charts and supporting documentation for business process reviews and improvements; provide project support by scheduling and tracking progress of tasks and milestones as assigned by the IT Managers
• Prepare all departmental budget reports, regular accurate reconciliations of the Capital Budget, and maintain and monitor all IT department expenditures; support the department in the planning, preparation and execution of the annual Operating Budget Allocation process by supplying supporting data for analysis. Assist in maintaining the Departments operating and capital budgets by tracking expenditures and allocations of funds from different projects and funding sources
• Manage maintain all departmental invoices, contracts documents, Purchase Requests, Requests for Proposals and Requests for Quotes to achieve accurate and efficient purchases and reconciliations
• Work with the Managers to track, organize and prepare for renewal all agreements pertaining to licenses, warranty and maintenance agreements entered into by the Department
• Monitor the delivery status of purchase orders and pro-actively identify and resolve issues, and communicate with vendors, suppliers and contractors as required
• Accurately record, track, and report on employee time usages (vacation, sick days, hours worked, etc.) including the department’s overtime, for authorization and submission to Payroll
• Produce departmental communication documents for distribution to the College’s Communities to a consistent and professional standard
• Coordinate travel arrangements for the Information Technology department staff, prepare travel reconciliations and consolidate receipts for submission to Finance
• Perform other duties in support of the Information Technology Department as requested by the Managers

 

Skills, Knowledge and Abilities

• Proven ability to handle sensitive and confidential information and documentation in a discreet and professional manner
• Advanced understanding and clearly evidenced experience with computer technology and highly developed writing and composition skills
• Excellent interpersonal and communication skills with the demonstrated ability to exercise tact, good judgment and diplomacy
• Excellent organizational and priority management skills with the ability to plan and prioritize tasks in order to efficiently meet deadlines

 

Education and Experience

• Completion of a Business Administration Diploma with 2-3 years’ experience in a related field or an Applied Business Technology certificate with 5 years of relevant experience with an emphasis on accounting, including proficiency in monitoring of financials and have budget research and forecasting capabilities
• Minimum of 3 years’ experience in related or similar administrative positions including support to a senior administrator, preferably within a post-secondary institution
• Advanced skills and experience with Microsoft Office products including MS Word, Excel and PowerPoint

 

This is a regular, full time position commencing as soon as possible. The salary for this position is Pay Grade 8 at $27.01 per hour in accordance with the PPWC Collective Agreement. 

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