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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