Job Description

Nature of Work

The Administrative Services Assistant provides critical administrative and operational support to the Office of Management Information Services, ensuring smooth day-to-day functions. This role involves managing communications, scheduling, document processing, procurement coordination, and assisting with basic technology-related logistics. The ideal candidate is detail-oriented, tech-savvy, and capable of multitasking in a fast-paced environment.

Key Responsibilities:

• Serve as the first point of contact for internal and external inquiries to the Office of Management Information Services.
• Maintain calendars, schedule meetings, and coordinate appointments for department leadership.
• Prepare, format, and proofread documents, reports, and presentations.
• Assist in tracking technology assets, purchases, service contracts, and inventory records.
• Process purchase orders, invoices, and expense reimbursements in compliance with office protocols.
• Support onboarding logistics for new staff, including coordination of technology equipment and access credentials.
• Organize and maintain electronic and physical filing systems for department documentation.
• Help plan and coordinate meetings, training sessions, and departmental events.
• Collaborate with IT staff to manage office systems, software access, and basic troubleshooting documentation.
• Monitor office supplies and initiate restocking or equipment service as needed.

Preferred Qualifications:

• 4+ years of experience in administrative support, ideally within a technical or corporate setting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort with cloud platforms like Google Workspace or Microsoft 365.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to handle confidential information with discretion.

Required Minimum Qualifications:

Training: Graduation from an accredited college or university. Preference may be given to candidates with a major in the area of public or business administration, accounting, industrial relations, communications or a related field.

Substitution: Additional qualifying experience as described below may be substituted on a year-for-year basis for the required training.

Experience: One year of full-time or equivalent part-time paid employment in a technical or advanced clerical position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property. Experience must have been at the Office Assistant 3 or Accounting Technician 3 level or higher.

Substitution: Successful completion of graduate study in an accredited college or university in one of the above fields may be substituted for the required experience on a year-for-year basis.

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