Administrative Support III - Information Technology

Advanced Secretarial And Administrative Support

Provides advanced secretarial and administrative support for the Division of Information Technology. Processes departmental documents in accordance with established and accepted policies and procedures. Coordinate with Human Resources on the execution of internal personnel processes (FMLA, retirement, promotions, vacancy notices etc.). Oversee hiring workflow with Human Resources (PAFs). - Create Vacancy Requisitions for open positions in SuccessFactors. - Schedule interviews with candidates and panels. - Maintain repository of applicant and interview materials from completed interviews for audit purposes, and coordinate disposal / deletion of older materials in accordance with timelines provided by Sedgwick County policy. - Submit PAFs and request for a background check, DL check, and drug screen within 2 days of receipt. Submit information for the offer letter. Follow up with HR if drug testing or start date paperwork not received in a timely manner. Contact and provide notification to candidates that were not selected. Liaison to Finance (AP, Purchasing, Budget). - Coordinate and monitor purchasing procedures to ensure proper funds are charged; verify estimates and recommend purchases, process purchase orders, and maintain purchase contracts. - Submit purchase requisitions and resolves issues with orders within a timely manner. - Ensure POs closed in an appropriate amount of time. - Contact vendors for missing invoices within 30 days of receipt of order. - Review, analyze, and assist in the preparation of the departmental budget; provide recommendations to the Senior Administrative Officer regarding budget adjustments; administer the budget. Complete budget release and transfers as needed. - Maintain County Purchasing Card for the Division. Administrative Tasks - Order, verify receipt, and maintain office equipment and supplies; place supply order and initiate service calls on copiers, personal computers, printers, telephones, etc.; determine equipment needs to enhance the efficiency of the office; coordinates and monitors maintenance of the office and / or building. - Prepare and maintain departmental personnel information, including pertinent employee information and checked out equipment; ensure department personnel actions are in compliance with County policies and procedures. - Work with staff to book travel / training. Ensure staff needs are met while being fiscally responsible with County funds. Maintain department travel policy, ensuring staff awareness and compliance. - Process check-out and reconciliation of travel credit cards. - Provide department oversite for services provided by cleaning staff. Attend vendor meetings. Alert appropriate facilities staff regarding issues. - Serve as liaison between maintenance and IT staff for facilities issues.