TITLE: Information Technology Division Office Manager/Executive Assistant
DUTIES, RESPONSIBILITIES, AND MAJOR TASKS:
- Assist with the formulation and preparation of the annual IT business plan. Develop and maintain tools for tracking Division invoices, including monthly budget reconciliation with that of the Finance Services Division. Review, process, and correctly code all invoices, in accordance with accounting policies. Ensure purchases are validated and accounted for and submitted to Financial Services. Manage the review and analysis of invoices to find opportunities for cost savings. Adhere to and develop (where needed) internal budget and financial controls and produce a monthly report package for the CIO summarizing budgets, projects, and resource allocation status.
- Supervise office workflow. Resolve issues by contacting appropriate resources, both internal and external, to the Society.
- Develop and oversee administrative policies, procedures, and practices in support of the IT Division, including, but not limited to, calendar management and scheduling, expense management, screening incoming mail, writing routine correspondence and helping the CIO manage the day-to-day Division administrative functions. Interpret IT management policies and procedures, recommend changes and promulgate to all staff, as appropriate, and to third parties, as required.
- Create and maintain a library of common materials on the IT Intranet SharePoint web site containing information on administrative and management policies, schedules, forms, how-to , etc. (including, but not limited to, Disaster Recovery plans and audit responses)
- Assist the CIO in responding to and documenting progress on admin support requests from inside and outside the Society. Act as a liaison between Information Technology and the end-users in the Society to establish service and support requirements. Develop tools for tracking and responding to IT support requests in a timely fashion, and track potential trends in order to identify and eliminate ongoing problems when possible. Develop front-line IT support services including in-house help desk support, as needed. Provide troubleshooting/ problem solving support, including interpreting information from the user, investigation and resolutions. Monitor trends in help desk requests and develop problem solving solutions.
- Working with the CAO and their staff, manage and implement a common set of internal procurement practices, procedures, and controls. Manage the internal contract process including contract review, vendor negotiation, and interfaces to external organizations. Develop a multi-vendor strategy for commodity purchases resulting in more competition between vendors and lower costs for the firm. Manage and maintain a hardware and software maintenance renewal schedule.
- Establish and maintain tools which monitor Society resources, including but not limited to those concerned with mobile devices, computers, and off-site storage of materials. Track costs and provide monthly analysis of charges. Create and implement a process to help reduce costs. Establish, update and maintain the database of the assignment and accountability of mobile devices and other resources for the Society.
- Assist the CIO and IT staff with preparation and, possibly, presentation of meeting materials for Technology Priorities Committee, Risk Management Committee, Finance, Officers, Senior Leadership Team, and other management and governance meetings. Develop charts, tables, graphs, business plans, and other information as requested by the CIO or other IT Division staff. Proofread copy for spelling, grammar and layout, making appropriate changes. Maintain responsibility for clarity of the final version. Be able to create and maintain reports using Excel and basic reporting tools.
- Track and report on IT projects and program management activities to the CIO and Technology Priorities Committee, and provide administrative support to the Project Manager, as requested
- Perform other administrative duties as directed by the CIO.
- Adhere to all NMCRS policies and procedures