Management Assistant - Information Technology

The Management Assistant (MA) plays a critical role in supporting the financial operations and administrative functions of the Information Technology (IT) department. This position is responsible for processing invoices, managing purchase orders, maintaining budget oversight, and ensuring timely and accurate reporting to internal stakeholders. The ideal candidate will be detail oriented, work collaboratively across departments and with IT leadership.

The ideal candidate is also skilled in telecommunication account management, including reviewing billing, identifying discrepancies, and keeping inventories updated. They’ll have the ability to gather, structure, and present monthly accomplishment reports from IT management staff in a polished and professional format. They value accuracy, timeliness, and proactive communication, and they thrive in an environment where they support multiple leaders and help keep operations organized and audit-ready.

Adaptability - Integrity - Initiative - Empathy - Optimism – Innovation

Examination Process: Only a limited number of the most highly qualified applicants meeting the city's requirements will be invited for an interview. Examination process for the position may include:

Panel Interview

This information is intended to be descriptive of the key responsibilities of the position.  The following functions do not identify all duties performed by the incumbent. Other duties and responsibilities will be performed as assigned. 

• Coordinates, develops, drafts and updates the department/division strategic and operational plans. Facilitates and leads sessions with department divisions, and work groups to assist in strategic planning efforts.
• Researches, compiles and analyzes information pertaining to various topics.  Researches and analyzes information specific to net present value, marginal and total cost assessments, discovery audits and cost saving measures, cost of service, etc.  Performs detailed analysis on costing projects, return on investment, life cycle costing, etc.
• Prepares and presents high-level department/division reports for City Council, executive management, Advisory Commissions, Communications (CARs, Yellow Papers).  Prepares PowerPoint presentations for GEO, Council, executive management, outside agencies, neighborhood meetings, etc.
• Represents the Department by attending, facilitating and leading various meetings with and/or on behalf of the department or divisions; summarizes the highlights of the meetings, provides feedback on the meetings, and follows up on issues discussed.  Participates in community outreach program development and implementation.  Interacts with regulatory agencies.
• Assists in the writing of internal employee communications, including a weekly digital news update for all employees and leadership messaging for all employees.
• Assists in the writing of public information materials such as brochures, flyers, direct mail materials, newsletters, and Web pages; routes the production of such publications through scheduling, writing, editing and distribution; and assists in promoting information through the City's social media platforms.
• Researches questions, topics or difficult citizen inquiries. Provides timely and accurate feedback to relevant parties.  Tracks issues from conception to finalization and informs appropriate staff of the findings.
• Functions vary based on department needs.   
• Demonstrates continuous effort to enhance communications, solve problems, improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service, which may be achieved through participation on various standing or ad hoc committees.
• Provides professional-level administrative support to all positions in the department/division(s) as needed.
• Performs general financial administration for the department by reconciling staff monthly credit cards, preparing petty cash requests and check requests according to procurement regulations, monitors division expenditures and budget. May serves as the Finance team representative for the department or division(s). Provides input for the annual budget. Prepares requisitions and processes payment for division purchase orders and FPOs.  Schedules and makes travel and training reservations as needed. Coordinates fiscal activities for the department. Prepares and presents budgetary reports, analyzes and interprets data and conducts research. Develops logical and analytical conclusions on trending and forecasts and identifies opportunities to maximize resource efficiency.

• Formal Education/Knowledge:  Work requires broad knowledge in a general professional or technical field.  Knowledge is normally acquired through four years of college resulting in a Bachelor's degree or equivalent.
• Experience:  Minimum one year experience in a related field.
• Certifications and Other Requirements:  Valid Driver's License.
• Reading:  Work requires the ability to read and comprehend development agreements, council actions, and trade journals.
• Math:  Work requires the ability to perform general math calculations such as addition, subtraction, multiplication and division.
• Writing:  Work requires the ability to write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using proper English sentence construction, punctuation and grammar.
• Managerial:  Job has no responsibility for the direction or supervision of others but may provide advice/direction to an employee with less experience/skill or tenure. 
• Budget Responsibility:  Supports the preparation of budget documents; may do research to justify data used in documents for a unit or division of a department. May recommend budget allocations. Often compiles data and/or enters or oversees data entry.  May have responsibility for monitoring budget expenditures (typically non-discretionary expenditures).
• Policy/Decision Making:  Moderate - The employee normally performs the job by following established standard operating procedures and/or policies.  There is a choice of the appropriate procedure or policy to apply to duties.  More complex work as well as decisions with more significant impacts are typically reviewed prior to being finalized.
• Technical Skills:  Limited Application - Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.
• Interpersonal/Human Relations Skills:  High - In addition to the sharing of information, interactions at this level may also include providing advice to others outside direct reporting relationships on specific problems or general policies/procedures.  In many of the interactions, contacts may require the consideration of different points of view to reach agreement.  Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.