IT Administrative Assistant

IT Administrative Assistant

The IT Administrative Assistant keeps the department organized and helps IT staff deliver timely service across Tribal departments and programs. The position coordinates requests, schedules, purchasing, records and project follow-up. It supports the Director of IT with documentation for current technology and broadband projects and may resolve basic technology requests within training and assigned access.

Essential Duties and Responsibilities

• Manage the Director of IT's calendar, schedule meetings and site visits, prepare agendas and notes, and track assignments and follow-up dates.
• Monitor the IT helpdesk queue and shared communications; create, categorize, assign and follow up on tickets, and keep requesters informed of status and next steps.
• Coordinate new-hire, transfer and separation requests using approved checklists; collect required information, track approvals, and confirm completion with technical staff and Human Resources.
• Maintain organized records for contracts, renewals, warranties, vendors, software subscriptions, purchase orders, invoices and equipment inventory; alert the Director to upcoming deadlines and discrepancies.
• Prepare purchase requests, obtain quotes, track orders and deliveries, receive packages, and coordinate invoice review with the Finance Department.
• Track project schedules, action items, equipment orders and documentation for network and fiber upgrades, phone systems, security cameras, access control and building technology work.
• Support CupaNet administration by organizing participant and installation records, tracking requests and appointments, preparing approved communications, and coordinating with IT and Accounts Receivable as directed.
• Help maintain records and schedules for the Pala Community Digital Inclusion and Technology Access Project, including workshops, device and hotspot loans, Coursera participation, outreach materials and grant reporting documentation.
• Coordinate meeting room technology requests and provide basic setup assistance for presentations, video meetings, phones and other office equipment.
• Provide basic first-contact support for routine account, device and application questions within assigned training and access; document work and promptly escalate technical or security issues to appropriate IT staff.
• Handle Tribal, employee, participant, financial and system information confidentially; follow access, records retention and cybersecurity procedures.
• Perform other related duties as assigned by the Director of IT.

Knowledge Skills and Abilities

• Strong organization, written communication, customer service and follow-through; ability to balance competing deadlines and work with multiple departments and vendors.
• Proficiency with Microsoft 365, including Outlook, Word and Excel; ability to maintain accurate trackers, files and meeting notes.
• Ability to learn helpdesk, inventory, purchasing and project tracking systems and follow documented approval and escalation processes.
• Basic familiarity with computers, printers, phones and meeting technology; ability to explain routine steps clearly and recognize when a request needs technical staff.
• Sound judgment when handling confidential information, security-sensitive requests and vendor communications.

Minimum Qualifications

• High school diploma or equivalent. Administrative or customer service experience required; experience supporting an IT department or helpdesk is preferred.
• Valid California driver's license and an acceptable driving record if driving is required for assigned duties.
• Ability to meet applicable pre-employment background and drug testing requirements and maintain a drug-free workplace under Tribal policy.
• Must acknowledge and agree to maintain a Drug-Free workplace as a condition of employment with the Pala Band of Mission Indians. Must pass pre-employment and random drug testing during employment. A DMV print out with a valid class "C" driver's license and background check will be required.
• Must be able to pass a Fingerprint-based background check of potential employees, volunteers, and contractors pursuant to Public Law 101-630 - Indian Child Protection and Family Violence Prevention Act.

Other Requirements

Employees must follow the Tribal Personnel Policies and Procedures of the Pala Band of Mission Indians and any applicable addendums. Indian preference will apply. The Pala Band of Mission Indians gives hiring preference to fully qualified applicants who are Pala Tribal Members and is an equal opportunity employer.