Upbring Careers

  • Administrative Assistant, IT

    Job ID
    2018-3200
    Location
    US-TX-Austin
    Type
    Regular Full-Time
    Shift/Hours
    1st Shift
    # of Openings Remaining
    1
  • Overview

    The Administrative Assistant for Information Technology (IT) provides clerical, administrative, and general support to the Information Technology department, which includes, but is not limited to answering telephone, creating spreadsheets to record and track information, data, and inventory of equipment, processing invoices, ordering and managing office supplies, scheduling meetings, booking travel and keeping track of contracts.

    Responsibilities

    Essential Duties  

    • Complete purchases for IT equipment and supplies using online purchasing system
    • Assist with account management of internet and landline accounts
    • Manage mobile accounts through ordering new lines of service, cancellations, initiation of upgrades, and basic technical support. Proactively monitor device usage and coordinate with users for account changes.
    • Assist with tracking related to warranty renewals, new contract executions, and contract renewals
    • Review and process all IT financial related invoices, statements, and expense reports; follow up as needed
    • Review and code IT expenses; compile data and assist in preparation of department’s annual budget
    • Prepare monthly billing reports for Accounts Payable and maintain billing templates and billing codes for all IT-related equipment
    • Prepare, format, and send correspondence, such as letters and memos, as requested
    • Prepare routine and confidential files, records, and correspondence
    • Manage the inventory and ordering of IT office supplies
    • Schedule, coordinate, and manage conference calls, calendars, appointments, meetings, and conferences and book travel
    • Create and manage the filing and record keeping of mobile and internet accounts, warranties, new contracts and contract renewals
    • Design, develops, and maintain spreadsheets for recording and tracking IT related data and information; create forms and reports using recorded data and information
    • Create and provide weekly, monthly, quarterly, and annual reports, as needed
    • Assist IT management and other team members with vendor relations
    • Assist with maintaining an accurate inventory of IT equipment
    • Answer telephones, respond to request, screen calls, route to appropriate staff, or take a message
    • Distribute incoming shipments and process outgoing shipments as needed
    • Provide project support and documentation of processes for team members
    • Serve as backup for front office receptionist shifts as needed
    • Other duties and special projects as assigned

     

    Working Relationships

    • Develop and maintain positive working relationships with management, staff, and external customers and vendors.
    • Work closely with management and staff to ensure operations are effectively and efficiently supporting the needs of the end users and department and organizational goals and objectives.
    • Work as team player and exhibit professional behavior and a positive attitude with both internal and external clients that reflects positively on the Agency and is consistent with Agency policies and practices.

    Qualifications

    Minimum Qualifications

    • High School Diploma or equivalent
    • 2 years clerical or administrative experience
    • Ability to build a positive rapport with people; strong customer service skills
    • Strong computer skills; high proficiency with Microsoft Office products (Word, Excel, and Outlook)
    • Demonstrated ability to communicate professionally, interact with all levels of management in a clear and concise manner
    • Prepare quality well written documents, reports, and correspondence
    • Strong time management and organizational skills with the ability to pay close attention to detail
    • Ability to prioritize tasks and projects and meet deadlines
    • Strong written and verbal communication and interpersonal skills
    • Ability to work independently and within a team with limited supervision; ability to take initiative

    Preferred Qualifications

    • Associates degree in Business Administration or closely related field
    • Previous experience performing administrative support in Information Technology

     

    The physical requirements for this position with or without reasonable accommodation are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing this position the employee with or without reasonable accommodation should have the ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, lift and/or move up to specified weight, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. Specific vision requirements of this position may include color vision, seeing things close up, and the ability to adjust focus.

     

    Agreement

    The statements herein indicate the general nature and essential duties and responsibilities of work performed by an employee in this position. It is not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, and abilities required to perform the job. Management may assign or reassign duties and responsibilities of the job and may request the employee to perform other duties and responsibilities not listed at his/her discretion. This job description is not a contract between the employee occupying the position and the employer. Upbring is an at-will employer. Equal Employment Opportunity/M/F/disability/protected veteran status

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