JOB DESCRIPTION - Puyallup School District
JOB DESCRIPTION
Puyallup School District
PEAOP LEVEL IV
Information Technology Office Manager
Purpose Statement:
This position manages the daily operations of the Information Technology Center office, provides administrative assistance and support to the Director of Information Technology, Assistant Director of Information & Network Systems and the Assistant Director of Technology Infrastructure.
Essential Functions
• Manages the Information Technology Center office; Supports ITC administrative personnel for the purpose of providing assistance with their administrative functions.
• Manages and maintains the calendar of the Director of Information Technology and Assistant Directors for the purpose of scheduling time and meeting responsibilities as needed.
• Provides administrative support to the Director of the Emergency Operations Center.
• Composes, formats a variety of correspondence, agendas and minutes, memos, letters for the purpose of communicating information to schools, district personnel, public etc.
• Assists in preparing and monitoring ITC budgets accounts and reports for the purpose of ensuring compliance with District financial requirements and advising the Director of accounts status. Prepares and provides budget reports to ITC administrative personnel.
• Creates and processes on-line purchasing requests and prior approvals into IFAS, assigns budget code; tracks purchase orders and balances. Confers with vendors for the purpose of verifying status of orders or relaying information.
• Maintains purchasing records, manual and electronic files, receives inventories and store supplies, forms and a variety of materials.
• Submits, monitors, and follows up on on-line work orders to Facilities.
• Attends and participates in meetings, conferences, workshops, committees, etc. for the purpose of recording minutes and/or conveying, receiving, gathering current technology information, standards and policies. Prepare agendas and make meeting arrangements.
• Researches and compiles data from a variety of sources for the purpose of submitting annual and other periodic State reports (e.g. District Technology Inventory Survey, District Technology Plan etc.)
• Assists and provides back up support for the District IT Helpdesk. Answers calls, submits service tickets using automated system, prepares and distributes New User packets. Prepares and submits monthly reports to all district administrators.
• Assists and provides back up support for the IT shipping/receiving area and asset management.
• Maintains storage of district fileserver backup tapes. Creates and maintains the back up schedule; distributes, tracks and inventories over 1, 500 back up tapes. Sends out weekly reminder notices to the district back up operators.
• Ensures logistics and asset management for assigning teacher laptops; in-person check in/out, verifies bar code and accounts for accessories. Reviews liability form with staff. Provides technical assistance (e.g. trains staff on logging into Novell, GroupWise, IFAS; verifies required software etc.)
• Facilitates and coordinates substitute coverage and compensation paperwork with the district substitute office and classified and certificated staff for the purpose of supporting the district Board of Directors and Cabinet initiatives, goals and Bond Projects (Technology Oversight Committee and various system implementation teams).
• Acts as office receptionist; responds to telephone and in-person inquiries from staff, parents, and the public. Provides information and/or technical assistance, directs call to appropriate staff member, take messages, screen calls for the Director and Assistant Directors.
• Coordinates a variety of meetings, activities and travel arrangements for the ITC staff.
• Orders all building supplies for staff and maintains inventory to ensure that adequate needs are met, maintains communication with vendors for the purpose of verifying status of orders or obtaining/relaying information. Maintains and orders supplies for the copiers, fax machine, and office printers.
• Prepares a variety of written materials (e.g. agendas, reports, memos, letters, calendars, postings, IT informational packets for new employees; budget reports etc.)
• Processes building employee accident/injury reports, employee loss reports, student accident reports and workers’ compensation claims forms in a timely manner. Informs staff of reporting procedures.
• Coordinates the scheduling of the on-site training lab and other training locations for the purpose of supporting district IT and other professional development programs.
Other Functions
• Performs similar, related duties as assigned.
Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities
Knowledge of general secretarial procedures
Knowledge of technical language in a support services environment
Knowledge of school district policies
Knowledge of State Bid Laws
Knowledge of Emergency Operation Procedures
Knowledge of standard accounting and purchasing procedures
Knowledge of computer and telecommunication systems
Knowledge of State and Federal Technology Initiatives
Skill in operating general office machines
Skill in problem solving
Skill in coordinating events and activities
Skill in performing technical tasks
Effective oral and written communication skills
Keyboarding skill of 50 wpm
Ability to operate a computer and use specific software applications
Ability to use computerized help desk system
Ability to establish data base systems
Ability to maintain confidentiality
Ability to organize and set priorities
Ability to set up and maintain an accurate filing system
Ability to establish and maintain positive, effective working relationships with staff, vendors and the general public
Ability to attend to detail and follow tasks through to completion
Ability to accurately perform math calculations
Ability to work independently
Ability to work effectively under pressure
Ability to multi-task and deal with frequent disruptions
Ability to meet deadlines
Ability to operate LCD projector, Smartboard, copiers, printers, faxes etc.
Ability to operate emergency hand held radio
Ability to operate district telephone system
Ability to read technical information
Working Environment
Office job; requires visual and mental concentration on high volume of detail; requires prolonged exposure to visual display terminal; computer operation requires dexterity and precision; required to sit for prolonged periods; experiences occasional interruptions and inflexible deadlines; occasionally required to deal with distraught, frustrated, and angry people.
Experience
High school graduation or equivalent and five years of increasingly responsible secretarial experience.
Licenses/Special Requirements:
Criminal Justice fingerprint clearance. Must pass district clerical testing, and additional testing upon interview.
Reporting Relationships
Reports to the Administrators of Technology
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