Administrative Assistant to Chief Information Officer (CIO)

JOB TITLE: Administrative Assistant to Chief Information Officer (CIO)

Location: North Fort Myers, FL

Work hours: Monday - Friday 7:30am - 4:30pm

Position Summary: Under the direction of the CIO/Director of Information Technology, this position is responsible for assuring essential, responsive, and comprehensive service to the CIO, IT Managers, and staff. The main focus areas for this position are administrative office management, budget management, IT accounting, vendor licensing/support management, and process improvement.

Position Responsibilities:

• Serves as the liaison between the IT division and internal and external customers providing excellent administrative and customer service and coordinating requests through resolution.
• Manage, develop and track multi-million dollar IT division budget, including but not limited to:
• Preparing the annual budget for CIO and IT department manager review.
• Coordinating the information gathering process from internal customers regarding annual IT and Facilities budget requests.
• Manage the processing of renewal quotes, requisitions and invoice reviews.
• Develop and maintain complex spreadsheets and utilize various query tools for tracking and reporting results on a monthly, quarterly and annual basis.
• Researching and explaining budget variances.
• Working closely with the accounting department to ensure the general ledger accurately states the IT budget and expenses.
• Updating quarterly budget metrics.
• Act as the IT financial gatekeeper for all vendor requests, renewals, and invoices. Prepare and submit purchase requisitions, expense reports, company credit card (“procard”) reconciliations, and check requisitions as required. Verify the accuracy of vendor invoices and follow up as necessary.
• Manage the CIO calendar and schedule appointments, as requested. Assist others in the IT division with meeting planning and scheduling, as requested. Record and transcribe meeting notes as requested.
• Manage the IT private SharePoint site and IT files including all current and previous budget spreadsheets, vendor contracts, correspondence, and invoices. Continually improve and streamline the IT administrative and budgeting processes.
• Manage and provide administrative assistance, including preparing, editing, and proofreading general correspondence, documents, LCEC newsletters, reports, etc. for the CIO and IT department heads.
• Model “as-is” administrative processes, identify process enhancements, and propose “to-be" process solutions and policy updates for IT division.
• Event planning and meeting coordinator responsibilities for IT quarterly meetings and ALDC Workshops (scheduling, correspondence, logistics, vendor/sponsor contracts, PowerPoint presentations, etc.)
• As the travel and training coordinator for the IT division, process registration requests, make airfare reservations and hotel arrangements, and provide travel policy to IT staff. Follow up with IT staff upon completion for accurate expense reports and approval processing.
• Manage and order office supplies, publications, and special items; utilizing department budgets. Maintain adequate supplies for the IT division.
• Maintain effective working relationships with employees and customers at all levels within LCEC. Ensure smooth operations, productive communications, and effective understanding during all interpersonal contacts.
• Represent the IT Division as the United Way Captain.

Education:

• Associate's degree in business administration or related field. (Required)
• Bachelor's degree in accounting, business administration or related course of study. (Preferred)

Work Experience:

• 5 to 7 Years progressively responsible experience in a professional support position or executive level administrative assistant level. (Required)
• Previous accounting experience developing and tracking a company and/or department budget or similar experience. (Required)
• Previous experience in Visio. (Required)
• Previous experience with or knowledge of process modeling tools. (Required)
• 5 to 7 Years experience in an IT environment to include working in applications such as Share Point, file shares, Inventory/ contract management software systems. (Preferred)
• 5 to 7 Years experience in office management. (Preferred)

Knowledge, Skills, and Abilities:

• Strong proficiency with Microsoft Office Professional Suite to include Word, Excel, Outlook, PowerPoint and Share Point. (Required)
• Strong organizational skills and the ability to work in a fast-paced environment with demonstrated ability to manage multiple tasks and demands. (Required)
• Ability to work independently and proactively with proven problem solving and analytical ability. (Required)
• Ability to interface with all levels in the organization with a high level of interpersonal skills to handle sensitive and confidential situation and to coordinate information and deadlines from different individuals within and outside the division/organization. (Required)
• Excellent verbal and written communication skills and diligence in communicating with internal and external customers. (Required)

Physical Demands and Working Environment: The physical demands and working environment characteristics described here must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands:
• Standing Occasionally,
• Walking Occasionally,
• Sitting Constantly,
• Lifting Rarely,
• Carrying Rarely,
• Pushing Rarely,
• Pulling Rarely,
• Climbing Rarely,
• Balancing Rarely,
• Stooping Rarely,
• Kneeling Rarely,
• Crouching Rarely,
• Crawling Rarely,
• Reaching Rarely,
• Handling Occasionally,
• Grasping Occasionally,
• Feeling Rarely,
• Talking Constantly,
• Hearing Constantly,
• Repetitive Motions Frequently,
• Eye/Hand/Foot Coordination Frequently
• Working Environment: Frequently Air-conditioned office environment, Rarely Extreme cold, Rarely Extreme heat, Rarely Humidity, Rarely Wet, Occasionally Noise, Rarely Hazards, Rarely Temperature Change, Rarely Atmospheric Conditions, Rarely Vibration.

STORM DUTY REQUIREMENTS: Responding to storms will be considered a condition of employment: LCEC provides critical services to our community during an emergency. Employees are required to participate in the response/recovery activities related to emergencies/disasters to maintain service to our LCEC members. Employees are required to work in their normal job duties or other assigned activities. Proper compensation will be made in accordance with the company's guidelines and procedures.

Please note that at the time a candidate is made a job offer, the candidate will be subject to a background check and a drug screening.