Administrative Assistant - Information Technology Services bei Kankakee Community College, IL

About the Department

Under general supervision, performs responsible and varied administrative assistant work that permits some choice of procedures and some independence of actions in the disposition of routine matters, as it relates to Information Technology Services.

Position Duties

A. Maintains ITS Help Desk through the actions of greeting customers, answering Help Desk primary phone extension and directing callers to the appropriate parties, creating work orders for service requests, arranging appointments, and disseminating department or institution information.

B. Prepares correspondence, records, reports, lists, forms, tables, and graphs, independently and under general supervision.  Performs various clerical responsibilities for ITS including maintaining ITS Calendars, vendor information database, renewal contracts database/spreadsheet, and various other departmental databases and spreadsheets. Schedule’s meetings and prepares inter-departmental workorders via Physical Plant Department (PPD) ticket system.  

C. Assists with procurement of hardware/software services through the gathering of associated vendor quotations under provided specifications. Initiates orders with vendors. Maintains associated databases/spreadsheets associated with procurement lifecycle.

D. Prepares, transcribes, and publishes meeting agendas and minutes of meetings including the Administrative Systems Advisory Council (ASAC) meetings.

E. Assists Senior Director in managing and tracking of budget and expenditures. Assists in providing supporting documentation for annual budget preparation.

F. Works with Senior Director on monthly preparation of Board of Trustees meeting materials. Anticipates and initiates actions regarding departmental operations.

G. Maintains an accurate inventory of all technology equipment and associated reporting. Assists in updating college wide inventory database.

H. Maintains consumables (toner and projector bulbs) inventory to ensure adequate supply.

I. Prepares reports on a weekly and/or monthly basis including updating Key Performance Indicators, when applicable.

J. Creates and maintains departmental documentation up to and including procedure manual for this position. Also maintains ITS information on KCC’s main website and/or portal.

Minimum Qualifications

A. High school diploma or equivalent with ability to read, write, perform basic arithmetic, and follow verbal and written instructions required; additional specialized and technical training courses preferred.

B. At least one to three years of related work experience required.

C. Computer experience using Microsoft Office or comparable applications required.  Able to use the telephone, voicemail, and email; able to manage files and perform basic functions with the current operating system; able to create, format, edit documents and spreadsheets; able to merge documents; able to create and use labels with envelopes; able to create, format, and edit tables, graphs, and charts.

D. Excellent oral and written communication skills required.

E. Demonstrated proficiency in English required.

F. Ability to communicate in other languages desirable.

Other Qualifications

Hiring range: $15.88/hr. min. - $17.48/hr. 1st quartile - $19.06/hr. mid.