Staff Assistant IV- Information Technology

Responsibilities

• Manages support contracts by analyzing and evaluating, change orders, contract amendments, and related documents; prepares contract renewals and resolves deficiencies or compliance issues associated with agreements.
• Aids in the development and execution of the annual IT budget process, including coordinating planning sessions with IT leadership and County departments.
• Reviews and analyzes departmental budget requests, prepares summaries and justifications, monitors expenditures, and supports the preparation of budget reports and forecasts.
• Maintains a robust list of suppliers for technical goods and services; ensures supplier diversity objectives are met.
• Identifies and leverages applicable Federal, State, and Local contracting vehicles to streamline procurement processes and ensure regulatory compliance.
• Collaborates with department staff to identify and address procurement requirements for technical goods and services.
• Engages with vendors to obtain budgetary quotes for technical goods and services, while maintaining records of contract renewal dates to support budget planning and procurement schedules.
• Prepares and evaluates purchase requisitions; prepares bid specifications for equipment, supplies and services; reviews and researches price comparisons on state contract purchases.
• Oversees and tracks IT procurement activities, including purchase orders and invoice reconciliation.
• Works with the Finance Department to ensure timely and accurate processing of payments.
• Serves as a liaison between the department head and division staff, supports internal and external communications on behalf of the IT Director, and maintains up-to-date personnel records.
• Manages departmental calendars, schedules appointments, and arranges meeting spaces, training sessions, and travel to support daily operations.
• Performs other duties as assigned to support the efficient operation of the IT and GIS Departments.

Requirements

• Education/Experience: High school diploma or GED or equivalent supplemented by five years of progressively responsible experience performing a variety of administrative duties, purchasing, and/or contract administration experience is preferred. An Associate's degree may be substituted for two years of the experience requirement. A Bachelor's degree may be substituted for four years of the experience requirement.
• Licenses, Certifications, Or Registrations: Microsoft Suite or other applicable applications preferred.

Knowledge, Skills, And Abilities

• Knowledge of office policies and procedures.
• Knowledge and practice of organizational and time management skills.
• Knowledge of accounting and budgeting.
• Knowledge of word processing, spreadsheet, and database computer programs.
• Typing/keyboard skills.
• Ability to maintain discretion with confidential or sensitive information.
• Ability to work independently, prioritize tasks, and manage time effectively.
• Ability to operate various office equipment.
• Ability to understand and follow oral and written instructions.
• Ability to analyze information and make judgment-based decisions.
• Ability to use a personal computer and various computer programs.
• Ability to maintain and update logs, files, and records with a high degree of accuracy.
• Ability to prepare correspondence and reports.
• Ability to record and transcribe meeting minutes.
• Ability to effectively communicate, both verbally and in writing.
• Ability to effectively interact and establish working relationships with staff and the public.
• Ability to coordinate meetings between County personnel and external entities.
• Ability to interact with County staff and external entities in a professional manner.
• Ability to research documents.
• Experience with IT service management tools (e.g., ServiceNow, or equivalent) is a plus.
• Proficient in office productivity software such as Microsoft Office Suite/O365 preferred.
• Strong attention to detail and accuracy in record-keeping and reporting.