Administrative Assistant III

Administrative Assistant III – Technology Services

This is an 8 hour per day, 260 days per year, Administrative Assistant III position with benefits at the District Office. Anticipated start date is as soon as possible. Hours for this position are 7:30 a.m.

- 4:30 p.m. or 8:00 a.m.

- 5:00 p.m.

Department:
Technology Services Department

Reports To:

Chief Technology Officer

Job Summary:

Provide administrative, fiscal, and technology support for the Technology Services Department, serving as the primary office coordinator and fiscal support contact. Responsible for procurement processing, budget tracking support, asset management, and service desk assistance.

Performance Responsibilities and

Essential Functions:

• Serve as the primary front-office contact, including answering phones and receiving visitors.
• Assist in the coordination of scheduling, calendars, and department meetings.
• Maintain attendance tracking and department rosters, including emergency contact lists.
• Maintain organized filing systems and support records retention in compliance with district policy.
• Perform general administrative tasks such as data entry, copying, sorting, and document preparation.
• Process mail, distribute documents, and manage general office correspondence.
• Process requisitions, purchase orders, and related documentation.
• Monitor and track departmental expenditures, including General, Capital, and Bond Funds.
• Reconcile procurement card (P-card) transactions and support audit readiness.
• Assist with budget monitoring, analysis, and expenditure tracking.
• Coordinate vendor orders, including receiving, verifying, and processing shipments.
• Manage returns, warranty claims, and return merchandise authorizations (RMAs).
• Respond to inquiries regarding accounts payable, purchase orders, and procurement procedures.
• Prepare fiscal and operational reports as needed.
• Assist with receiving, tagging, and recording technology assets in the district inventory system.
• Assist with maintaining accurate asset and equipment records, including updates and audits.
• Assist with coordinating distribution and collection of equipment (e.g., staff devices, loaners, hotspots, and equipment for interns, substitutes, and retirees).
• Assist with inventory database maintenance and data integrity.
• Provide high-quality customer service to staff, students, vendors, and community members.
• Assist with intake, tracking, and resolution of service requests using the district ticketing system.
• Coordinate with Technology Services staff to ensure timely service delivery.
• Update department communications, internal documents, and website content as directed.
• Prepare routine reports and maintain accurate departmental data.
• Support information analysis and data organization for operational needs.
• Comply with District Policies.
• Perform other duties as required or assigned by the supervisor.

Job Requirements:

Minimum Qualifications

Skills, Knowledge, and Abilities required to satisfactorily perform the functions of the job.

• Ability to track and monitor expenditures and budgets.
• Knowledge of procurement processes, vendor terms, and basic fiscal procedures.
• Knowledge of vendor terms, IRS and State Department of Revenue tax rules and regulations.
• Skill and ability to effectively communicate both verbally and in writing with others in a professional and courteous manner.
• Ability to exercise discretion and maintain trust and confidentiality.
• Ability to develop positive and amenable relationships with staff, students, vendors and the public.
• Skill and ability to follow and give written and verbal instructions.
• Skill and ability to be accurate and pay attention to detail.
• Knowledge and ability to successfully use basic math and write routine documents using correct spelling, grammar and punctuation.
• Skill and ability of effective organization and efficiency.
• Skill and ability to prioritize and organize tasks for the purpose of meeting deadlines, accessibility of information, efficiency and completing tasks in a timely manner.
• Skill and ability with operating office equipment which may include telephone, computer, calculator, copier, and media equipment.
• Knowledge of and ability to use various software programs related to job responsibilities.
• Ability to utilize Microsoft Excel to perform spreadsheet tracking, analysis, and reporting.
• Skill and ability to update and maintain website information.
• Ability to complete multiple tasks simultaneously with frequent interruptions.
• Ability to lift 30 pounds.
• Ability to maintain regular and punctual attendance.

Education:

• High school diploma or equivalent.
• Vocational or technical clerical training, preferred.

Experience:

• Word process with accuracy at 40 w.m.
• Two (2) years of applicable office or clerical experience. Vocational or technical clerical training may substitute for work experience.
• Experience with database systems, inventory management tools, and ticketing systems, preferred.

Physical Requirements:

Administrative Assistant III – Technology Services

Occasionally 1% - 33% - Frequently
34% - 65% -…