Administrative Assistant to Chief Technology Officer

ADMINISTRATIVE ASSISTANT TO CHIEF TECHNOLOGY OFFICER

Wilkes County Schools provides a robust variety of state and local benefit offerings that include but are not limited to health insurance, annual leave, sick leave, holiday pay, dental insurance, vision insurance, life insurance, state pension plan, and other ancillary benefits. Benefit eligibility is determined by job status and percentage of employment. In addition, Wilkes County Schools offers a local salary supplement of 5%.

NATURE OF WORK

An employee in this class performs a large variety of clerical duties involving interaction with other employees and departments. Generally, an employee in this class functions as the primary support to the Chief Technology Officer and has considerable knowledge of technology. Work typically involves several steps and requires the selection of the most appropriate action within procedural and operational guidelines. Work is directed by precedents or board policy. The employee may develop procedures for non-technical and non-complex problems and is expected to resolve problems independently.

DUTIES AND RESPONSIBILITIES

1. Maintains a complete and systematic set of records of all financial transactions as required by federal, state, and school board rules, regulations, policies, and laws; performs thorough examination and analyses on statements and reports to ensure accuracy of work for evaluation and audits.
2. Composes complex financial correspondence for Chief Technology Officer’s signature.
3. Purchases materials using a variety of approved purchasing methods including requisitions and purchase authorizations. Initiates all purchase order request forms, obtains quotes for materials and necessary approvals, and maintains records of transactions. Reviews orders received and distributes merchandise received from vendors.
4. Initiates and prepares payment requests, including direct payments and purchase orders, reviews for proper documentation, completes with proper budget codes, verifies available balances, identifies new account codes when necessary, obtains necessary approvals, resolves discrepancies, and maintains a file of all transactions.
5. Files and retrieves information from an alphabetical, chronological, numerical, or by subject filing system. Purges files by prescribed procedure.
6. Processes all federally required E-rate forms and documentation for telecommunications, Internet access, and internal connections.
7. Maintains and updates E-mail address database for all employees. Provides help desk support for passwords and multi-factor authentication for employees.
8. Creates accounts for new employees and disables accounts for employees who have separated employment for virtual meeting software.
9. Plans and organizes student events and competitions that are hosted and sponsored by the technology department, including room reservations, ordering needed supplies, snacks, drinks, and lunches, securing donations for events, creating signage and programs, copying resource packets and all competition materials, and assisting with the logistics of the events and any questions or needs that may arise from coaches, students, and guests.
10. Sorts all incoming mail for Central Services, creates shipping labels and postage for letters and packages, sorts and prepares mail and packages for delivery from Central Services to schools.
11. Completes an annual inventory report of all computer equipment for 22 schools and all administrative buildings in the district.
12. Assists with the online inventory software for all technology equipment ensuring the accuracy of the data entered by technology staff.
13. Maintains and prepares list of computer equipment from all schools and administrative buildings for surplus. Coordinates the sale and disposal of surplus computer equipment approved by the Board of Education for the district.
14. Maintains fixed asset inventory for the department.
15. Maintains calendar for department activities, events, and meetings. Schedules appointments and prepares for meetings.
16. Schedules and reserves training rooms and maintains online calendar of scheduled events.
17. Performs administrative assistant duties including filing, copying, computer parts orders, answering phones, responding to emails, etc.
18. Performs other related work as required.

MINIMUM TRAINING

Graduation from high school with 3-5 years of clerical or office support experience; or an equivalent combination of experience and training.

ESSENTIAL JOB FUNCTIONS

1. Must be able to use a variety of automated office equipment such as computers, copiers, printers, calculators, etc.
2. Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
3. Requires the ability to communicate effectively in oral and written forms.
4. Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, spreadsheets, financial data, etc.
5. Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.
6. Requires the ability to apply rational systems to resolve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
7. Requires the ability to utilize mathematical formulas; to add and subtract; and to utilize decimals and percentages.
8. Ability to develop and maintain effective working relationships with managers, supervisors, and employees; working as a team member.
9. Ability to understand and use technology related terms.
10. Requires knowledge of Wilkes County School budget codes to ensure correct coding on various forms.
11. Requires knowledge of Schools and Libraries Division E-rate program.
12. Requires the ability to work under stress to meet schedules and deadlines.

KNOWLEDGE, SKILLS AND ABILITIES

1. Thorough knowledge of the operations and activities of the technology department.
2. Thorough knowledge of and ability to use correct English, grammar, vocabulary, spelling and punctuation.
3. Thorough knowledge of office practices and procedures.
4. Considerable knowledge of accounting practices for revenue and expenses.
5. Considerable knowledge of Microsoft Office and Google Docs including word processing, spreadsheet, database, presentations software and file maintenance programs.
6. Considerable knowledge of the principles of organization and administration.
7. Ability to work independently with little guidance exercising good judgment and initiative.
8. Ability to maintain confidentiality of sensitive, confidential, and personally identifiable information.
9. Ability to interpret standard accounting and financial statements.
10. Ability to prepare reports and business correspondence.
11. Ability to interact and deal with the public in a professional manner.
12. Ability to maintain complete and accurate records and to develop standard reports from those records.
13. Ability to type accurately at a moderate rate of speed.
14. Ability to reason, work, and problem-solve independently to complete assignments in a timely manner adhering to established policies and procedures.
15. Ability to establish and maintain effective working relationships as necessitated by work assignments.

REPORTS TO: CHIEF TECHNOLOGY OFFICER

FSLA STATUS: Non-Exempt

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job.