IT - Office Assistant III

Position: Office Assistant-III

Department: Information Technology

Reports To: Director of Information Technology

FLSA Status: Non-Exempt

Pay: $16.67 per hour

DESCRIPTION

The Office Assistant-III in the Information Technology Department provides essential administrative and operational support to ensure the efficient and effective operation of the department. This position is responsible for coordinating office activities, maintaining records, assisting with departmental processes, supporting staff, and serving as a point of contact for internal and external customers. This position supports the Director of Information Technology and departmental staff by coordinating administrative functions, assisting with purchasing and budget processes, maintaining documentation, and helping ensure the department operates in an organized and professional manner.

QUALIFICATIONS

• High school diploma or equivalent required; Associate's or Bachelor's degree in business administration, public administration, or a related field preferred.
• Minimum of three (3) years of experience in administrative, clerical, or office support roles preferred.
• Experience working in a municipal government or public sector environment preferred.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of computer applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management software.
• Knowledge of standard office applications and equipment used to prepare correspondence, reports, spreadsheets, and other business documents.
• Strong organizational skills with the ability to prioritize assignments, manage multiple tasks, and meet established deadlines.
• Excellent verbal and written communication skills, with the ability to interact professionally with employees, vendors, contractors, and the public.
• Ability to maintain accurate records, track information, and prepare reports and documentation.
• Ability to demonstrate professionalism, reliability, attention to detail, and a commitment to providing excellent customer service.
• Ability to work independently with minimal supervision, as well as collaboratively as part of a team, to achieve departmental goals and objectives.

MAJOR DUTIES

• Provide administrative support to the Director of Information Technology and departmental staff, including scheduling, meeting coordination, document preparation, and general office support.
• Assist with departmental budget administration by tracking expenditures, processing invoices, reconciling accounts, organizing financial documentation, and supporting budget preparation activities in coordination with Finance and Accounting staff.
• Provide Information Technology administrative support, including Pass/Badge administration, payroll processing, obtaining quotes for hardware and technology-related purchases, purchasing, and other administrative functions.
• Prepare and process Information Technology documents, including purchase orders, quotes, invoices, contracts, bid documents, and related procurement materials, in compliance with City policies, procedures, and applicable regulations.
• Prepare, organize, and maintain departmental records, files, reports, correspondence, forms, and other administrative documents.
• Coordinate communication and information exchange between the Information Technology Department, other City departments, vendors, contractors, consultants, regulatory agencies, and members of the public.
• Assist with administrative coordination of Information Technology projects and services, including gathering information, tracking requests, facilitating communication, and following up with internal and external stakeholders.
• Maintain inventory records, departmental supplies, and administrative resources to support daily Information Technology operations.
• Assist with onboarding and administrative support activities for departmental employees, including coordinating required forms, access requests, payroll-related documentation, and personnel records.
• Assist with the preparation of reports, presentations, correspondence, spreadsheets, and other materials using standard office applications.
• Other duties as assigned.

This position is an essential service position and will require providing services during emergency situations.

Visit our website or contact the Human Resources Department at Lufkin City Hall, 300 E. Shepherd Ave., Suite 226, Lufkin, TX 75901, Phone View phone number on click.appcast.io.