INFORMATION TECHNOLOGY COORDINATOR

Job Description

Job Description

Are you a detail‑driven problem solver ready to support and strengthen the technology foundation of our organization?
The Villages Community Development Districts is seeking an experienced and highly organized Information Technology Coordinator to provide essential technical, administrative, and operational support across the District’s technology environment. If you excel at managing assets, coordinating support workflows, and keeping complex systems running smoothly, this is your opportunity to make a meaningful impact on the technology services that support our entire community.

Your Command
As the Information Technology Coordinator, you’ll serve as a central resource for daily IT operations—coordinating support desk activities, administering software licensing portals, maintaining accurate asset records, supporting cybersecurity practices, and assisting with vendor management and project tracking. From maintaining compliance across our Mobile Device Management platform to processing purchase orders, managing documentation, and ensuring technology resources are deployed efficiently, you’ll help keep the District’s IT environment secure, organized, and operating at peak performance.

What Sets This Role Apart

• Operational Impact: Play a vital role in daily IT operations, supporting device management, software licensing, user onboarding, and help desk escalations.
• Technology Stewardship: Maintain accurate hardware/software inventories and support full lifecycle management from acquisition to retirement.
• Cybersecurity Support: Assist with user account administration, MFA enrollment, and adherence to IT security policies.
• Administrative Coordination: Process IT purchase orders, track contracts, manage invoices, organize departmental records, and support meetings and vendor visits.
• Project Alignment: Support IT project tracking, documentation, and vendor coordination using SharePoint, Teams, and other District platforms.

The Ideal Candidate
You bring an Associate’s degree (or equivalent experience) and at least two years of IT support or administrative experience, ideally within a public-sector environment. You’re proficient with Microsoft 365 applications, knowledgeable in PC hardware and common software platforms, and comfortable learning new systems such as MDM tools, licensing portals, and document management platforms. You’re organized, detail-oriented, capable of managing multiple priorities, and able to communicate clearly with both technical and non‑technical users. Most importantly, you exercise sound judgment, protect confidentiality, and thrive in a fast-paced environment where technology needs are constantly evolving.

Competitive Benefits as a full-time employee of the District:

• Medical Insurance (fully paid for employee single coverage)
• Voluntary health benefits, including Dental and Vision Insurance
• 401(a) Retirement Plan, with District contributions
• 457(b) Retirement Plan, permitting employee pre-tax deferrals
• Flexible Spending programs for Medical and Dependent Care
• Employee Assistance Program
• Paid Time Off
• Tuition Reimbursement
• Public Service Loan Forgiveness Eligible
• Tier 2 qualifying organization for The Villages Charter School

JOB SUMMARY

The Information Technology (IT) Coordinator is an non-exempt position, operating under the direct supervision of the Information Technology Manager. This position serves as a technical and administrative support resource for the IT department, providing day-to-day operational and project management support across the District's technology environment. The IT Coordinator is responsible for asset lifecycle management, software licensing portal administration, support desk coordination, vendor support assistance, purchase order and invoice processing, project tracking support, and IT administrative functions as directed by the IT Manager. This role requires strong organizational skills, technical aptitude, attention to detail, and the ability to work independently and collaboratively across departments. The IT Coordinator exercises sound judgment in handling routine technical and administrative matters and escalates complex issues to the IT Manager.  

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to) 

IT Operations & Technical Support

• Serves as point of contact for IT support desk escalations.
• Supports the enrollment, maintenance, and compliance monitoring of District devices through the Mobile Device Management (MDM) platform in coordination with the IT managed service provider and the IT Manager.
• Supports installation, configuration, and updates of approved applications through the MDM.
• Assists with cybersecurity practices including user account management, Multi-factor Authentication (MFA) enrollment, and adherence to IT security policies.
• Administers software licensing portals for the District's enterprise software agreements including Microsoft, Adobe, Apple, and similar vendors; tracks license counts, assignments, and renewals to ensure compliance and cost efficiency.

Asset & Inventory Management

• Maintains accurate and current records of all IT hardware, software licenses, and technology assets in the District's asset management system.
• Coordinates hardware asset receiving and tagging upon delivery; liaises with the IT managed service provider for device imaging, configuration, and deployment.
• Tracks device lifecycle status, warranty information, and replacement schedules in coordination with the IT Manager.
• Manages surplus and retired equipment disposition in accordance with District policy.

Administrative & Financial Support

• Processes IT-related purchase orders and invoices in the District's financial management system and purchasing card program; codes and routes documents for approval in accordance with District financial procedures.
• Maintains IT contract files and assists the IT Manager with tracking renewal dates, vendor agreements, and service schedules.
• Assists in annual IT budget planning, tracks expenditures, and compiles supporting data and documentation as requested by the IT Manager.
• Maintains organized departmental records, correspondence files, and documentation in the District's document management system.
• Schedules and coordinates IT-related meetings, vendor visits, and department calendar activities.

Project & Vendor Support

• Assists in IT project tracking and management using District platforms including SharePoint, Microsoft Teams, and Excel; maintains project status logs, action item registers, and documentation as directed by the IT Manager.
• Assists with vendor coordination including scheduling, follow-up, and maintaining records of service activities.
• Participates in software and hardware evaluations, pilots, and implementations under the direction of the IT Manager.
• Supports user onboarding and offboarding processes for District employees.

Communication & Department Support

• Drafts and distributes IT communications, notices, and user-facing documentation as directed.
• Coordinates with other departments to gather IT-related information, facilitate requests, and ensure timely follow-through.
• Represents the IT department professionally in interactions with staff, residents, vendors, and external agencies.

Additional  

• Performs other duties as assigned by the IT Manager.
• Remains available for urgent IT support needs outside of normal business hours as required.
• May be expected to perform additional duties in an emergency.  

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• Cultivates and maintains effective working relationships within the IT department, across the District, and with external vendors and agencies.
• Demonstrates initiative, follow-through, and accountability in managing assigned tasks and responsibilities.
• Maintains confidentiality of sensitive information including personnel records, financial data, and security-related matters.
• Models behavior consistent with the District's Core Values at all times.
• Fosters a collaborative and professional team environment.

MINIMUM EDUCATION AND EXPERIENCE (Includes, but not limited to)

• Associate's degree or higher in Information Technology, Computer Science, Business Administration, or a related field; or equivalent combination of education and experience.
• Minimum two (2) years of experience in an IT support, IT administrative, or related technical role.
• Experience in a local government or public sector environment preferred.
• Demonstrated experience with Microsoft 365 environment including Outlook, Teams, SharePoint, and productivity applications. 
• Project management experience preferred.
• Internal applicants: must have successfully completed any probationary period and not have received formal discipline within the previous 12 months.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Florida Driver’s License required.
• All candidates and employees must successfully pass background screening. 

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES (Includes, but not limited to) 

Knowledge

• Working knowledge of PC hardware, operating systems (Windows 10/11), and common end-user software.
• Familiarity with help desk processes, ticketing systems, and IT service delivery concepts.
• Basic understanding of network concepts including LAN/WAN, TCP/IP, DNS, and VPN.
• Knowledge of IT asset lifecycle management principles and inventory tracking practices.
• Familiarity with cybersecurity fundamentals including MFA, endpoint security, and acceptable use practices.

Skills

• Proficient in Microsoft 365 including Outlook, Word, Excel, Teams, and SharePoint.
• Experience with or ability to learn MDM platforms, document management systems, project collaboration tools, financial systems, and software licensing portals (Microsoft, Adobe, Apple).
• Strong organizational skills with demonstrated ability to manage multiple tasks, priorities, and deadlines simultaneously.
• Effective written and verbal communication skills; ability to explain technical concepts to non-technical users clearly and professionally.

Abilities

• Ability to work independently with minimal supervision and exercise sound judgment in routine technical and administrative matters.
• Ability to adapt to changing technology, priorities, and organizational needs in a fast-paced environment.
• Proven ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to establish and maintain effective working relationships with staff at all levels, vendors, and the public.

EQUIPMENT

• Position requires the use of telephones, personal computers and productivity software, document imaging scanners, copiers and other office equipment.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS (Includes, but not limited to)

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee will be exposed to the following:

• Successfully work under various conditions, inside and outside environment and work with others in stressful situations.
• May be required to work in adverse weather conditions (i.e. hurricanes, thunderstorms, etc.).
• May be required to work different schedules prior, during, and following EOC activation and special events.

Physical Requirements

The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the following applies:

• Regularly required to stand; walk; push/pull; handle/finger; reach forward; reach overhead; kneel; stoop; twist; squat; sit; and balance.
• Must be able to lift and/or move up to 30 pounds of IT equipment.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.