Administrative Assistant – Information Technology

POSITION SUMMARY

The Administrative Assistant provides high-level administrative, organizational, and technical support to the Chief Technology Officer (CTO) and Information Technology (IT) Department. This role is crucial for ensuring the IT Department runs smoothly and efficiently, allowing the CTO to focus on strategic leadership, technology implementation, and staff supervision. The assistant will manage schedules, coordinate meetings, handle communications, and assist with project management and data organization related to IT infrastructure and Artificial Intelligence (AI) initiatives.

• Manages the CTO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, and presentations, and other documents for the IT Department
• Serve as the primary point of contact for the CTO, screening calls and directing inquiries to the appropriate personnel.
• Organize and maintain both physical and digital files, ensuring information is easily accessible and secure
• Process invoicing, expense reports, and budget-related documentation for the IT Department
• Process invoicing and bill back districts for Discovery Education and Michigan Virtual
• Invoice local districts for NWEA and Instructional Technology services
• Coordinate and prepare internal and external meetings, including creating agendas, preparing materials, and taking accurate meeting minutes
• Arrange logistics for professional development sessions and workshops led by the CTO other members of the IT Department
• Schedule and support meetings with vendors, district leaders, and state organizations
• Assist in tracking and organizing information for technology projects, including the implementation of new AI systems and infrastructure upgrades
• Help maintain databases and records related to IT assets and cybersecurity protocols
• Support the CTO and Technology Director in preparing data for presentations and reports, ensuring accuracy and proper formatting
• Draft and distribute communications to internal staff and external partners on behalf of the CTO
• Assist with preparation of materials for the Agency’s Cabinet-level team meetings
• Facilitate effective communication between the CTO and other members of the IT team
• Provide basic technical support to the CTO and IT Department, such as managing presentation equipment and troubleshooting minor software issues
• Stay informed about the general IT strategy and key projects to better anticipate the needs of the CTO’s and IT Department
• Assist with Marquette-Alger RESA website updates
• Perform general administrative / clerical duties such as filing, photocopying, faxing, and creating purchase orders
• Interact with the public in a positive, courteous, and professional manner via email, phone, and in person
• Provide front desk coverage as requested/assigned
• Perform other duties and responsibilities as assigned

• Demonstrated experience exercising confidentiality and sound judgment in dealing with local districts, staff, students, and operations
• Ability to work on multiple projects and maintain proactive communication with stakeholders
• Ability to deal with issues in a fair manner, treat diverse populations and personalities with dignity and respect, and act in a highly ethical manner
• Ability to work in a fast-paced environment yet maintain flexibility in thinking and actions
• Detail-oriented with strong analytical skills; skilled with Excel and/or Google Sheets

• Four years of related secretarial/office experience
• Post-secondary experience or degree in relevant area preferred
• Demonstrates the ability to:
• Organize short- and long-term projects
• Establish and maintain filing systems (physical and electronic)
• Problem-solve and apply principles of logical thinking
• Accurately complete fiscal procedures (e.g., generating POs, invoicing, coding expenses)
• Proficiency in computer/software use including Microsoft Word, Excel, PowerPoint, Google Suite, Zoom
• Excellent filing and organizational skills
• Strong verbal and written communication skills
• Must demonstrate initiative and the ability to work independently
• Professional attitude and appearance

Perform position duties and functions while upholding confidentiality of privileged and sensitive information

• Primarily a sedentary position. Required to sit for extended periods. Occasional walking, standing, and reaching
• Must be able to lift and carry up to 20 lbs. (e.g., boxes of paper, laptop equipment, or meeting supplies)
• High level of finger dexterity required for frequent keyboarding, mouse usage, and operating office equipment
• Required to see/read computer screens and printed documents. Must be able to hear and speak clearly to communicate via phone and in person
• Ability to move between offices and navigate the agency building. Occasional travel to local districts or workshop sites may be required
• Ability to handle frequent interruptions, maintain focus in a busy…