Job Title: Office Assistant (Part Time)
Salary range: $20.78 - $33.26
Department: IT Department
Hours: Part Time
Job Description:
Under the general supervision of the IT Manager, performs administrative and entry-level technical support to the Information Technology Department. An incumbent in this position assists with IT support requests, ticket management, vendor billing, and departmental scheduling. The role also serves as the first point of contact for staff needing IT assistance and ensures efficient day-to-day operations within the department; may perform other duties as assigned.
ESSENTIAL JOB FUNCTIONS:
- Answers IT Department telephone calls, logs requests, and routes them to appropriate staff;
- Assists with routine support such as password resets and account access issues under IT staff direction;
- Enters and monitors IT ticket system, ensuring timely follow-up;
- Prepares and processes invoices for IT vendors, subscriptions, and services;
- Tracks departmental expenditures and assists in monitoring budget allocations;
- Manages IT staff calendars, coordinates meetings, and maintains project timelines;
- Maintains IT equipment inventory and assists with asset tracking;
- Prepares reports, memos, and correspondence related to IT operations and billing;
- Coordinates vendor communications, contract renewals, and licensing agreements;
- Maintains department records in compliance with Village policies, public records requirements, and audit standards;
- Provides administrative support to IT department staff for projects and cross-departmental initiatives; and
- Performs other duties as assigned.
MINIMUM REQUIREMENTS TO PERFORM WORK:
- High School Diploma or G.E.D.;
- One year of experience as an administrative assistant or help desk technician;
- Must be computer literate; proficient with Microsoft 365 (Outlook, Word, Excel, Teams) required;
- Or equivalent training, education and/or experience; and
- Valid State of Florida Driver’s License.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Working knowledge of Village policies and procedures;
- Act as representative of the Village to the public;
- Working knowledge of department practices and procedures;
- Excellent interpersonal skills, including the ability to relate to all levels of staff, management, and the public;
- Basic understanding of IT ticket system process and account management;
- Ability to accurately track and process invoices, contracts, and department records;
- Effectively and efficiently organize, track and process invoices, contracts and department records;
- Ability to maintain confidentiality;
- Ability to establish and maintain effective working relationships with Village employees, officials, vendors, and the general public;
- Working knowledge of Microsoft Office Suite;
- Ability to multi-task and prioritize work; and
- Ability to communicate effectively both verbally and in writing.
PHYSICAL DEMANDS:
Work requires no unusual demand for physical effort. May involve lifting or moving items up to 20 pounds. Prolonged use of a computer and workstation is expected.
WORK ENVIRONMENT:
Must be physically able to operate standard office equipment, including computer, telephone, copier, and related devices. Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices or meeting and training rooms, e.g., use of safe workplace practices with office equipment, avoidance of trips and falls, and observance of fire and building safety regulations.
Submit resume to hr@msvfl.gov
Miami Shores Village is a drug-free workplace. Miami Shores Village complies with the Americans with Disabilities Act (ADA). Miami Shores Village is an equal-opportunity employer. Veterans’ preference will be awarded under applicable Florida law. All resumes are subject to Florida Public Records Law.