Performs administrative, financial and operational coordination for the Information Technology department. Responsibilities include purchasing and invoice processing, budget tracking, departmental record keeping and scheduling. Supports the Chief Information Officer and IT staff by facilitating business processes, maintaining accurate financial information and assisting with data analysis and departmental planning.
SUPERVISION RECEIVED
Works under the general supervision of the Chief Information Officer.
SUPERVISION EXERCISED
None.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Coordinate departmental purchasing activities, including processing requisitions, purchase orders, invoices and related documentation in accordance with established policies.
Track expenditures, encumbrances, invoices and purchase commitments to support departmental budget monitoring and financial planning.
Maintain procurement records, financial documentation, departmental files and other business records in accordance with applicable policies and retention requirements.
Coordinate departmental schedules, meetings, correspondence and administrative activities.
Liaise with Finance, Purchasing, Human Resources, vendors and other departments to facilitate routine business transactions and resolve administrative issues.
Compile, organize and analyze financial and operational data, including cost comparisons and cost-benefit evaluations, and prepare reports to support management decisions.
Assist with budget preparation.
Identify opportunities to improve administrative processes, documentation and resource utilization, and present recommendations to management.
Support departmental projects, personnel administration, onboarding and training coordination as assigned.
Ability to work independently on routine assignments and exercise sound judgment.
Ability to maintain confidentiality and accuracy when handling financial, personnel and departmental information.
Operate a City vehicle to travel to various City facilities to perform assigned duties.
Work is subject to emergency and on-call status.
This is not intended to be an all-inclusive listing of essential job functions; other essential functions may be required.
PERIPHERAL DUTIES
Serves as a member of various employee committees.
Conducts miscellaneous research or other activities as required.
Provides backup to related or subordinate positions as required.
Other duties as assigned.
QualificationsDESIRED MINIMUM QUALIFICATIONS
Education and Experience:
(A) Successful completion of high school or possession of an acceptable equivalency diploma, and.
- Experience with administrative processes, financial documentation, purchasing or data management.
- Any equivalent combination of education and experience.
Necessary Knowledge, Skills and Abilities:
- General knowledge of the principles, practices, methods, and techniques associated with supporting administrative functions.
- Proficiency in Microsoft Office applications, particularly Excel, Word and Outlook.
- Ability to follow directions and complete assignments efficiently and accurately.
- Ability to field and document walk-up and remote support requests, for questions or trouble related to the information system.
- Ability to maintain a friendly and professional manner; when receiving complaints.
- Ability to communicate clearly and concisely in both written and oral communications.
- Ability to establish and maintain effective working relationships with supervisors, co-workers, other City employees, and members of outside agencies.
SPECIAL REQUIREMENTS
Possession of a valid Florida Class E driver's license and a good driving record as determined by the City of Lake Wales.
TOOLS AND EQUIPMENT USED
Laptop, tablet, phone
Microsoft Office product suite
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit, walk, talk and hear.
Repetitive motions; use of hands to finger, handle, or operate keyboards, objects, tools, or controls.
Does not require lifting objects weighing more than 10 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus; deals largely with the use of computer screens and extensive reading.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Mainly the worker is subject to inside environmental conditions, noise and isolation. Noise level in the work environment is usually quiet.
Skills Required
- High school diploma or acceptable equivalency diploma
- Experience with administrative processes, financial documentation, purchasing, or data management
- Knowledge of administrative support principles, practices, methods, and techniques
- Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook
- Ability to document walk-up and remote information-system support requests
- Clear and concise written and oral communication skills
- Ability to maintain confidentiality and accuracy with financial, personnel, and departmental information
- Ability to establish and maintain effective working relationships
- Valid Florida Class E driver's license and good driving record
What We Do
The City of Lake Wales is the municipal government of Lake Wales, Florida, established in 1917. Its mission is to provide for the safety, health, quality of life, and general welfare of its community. The city manages essential public services, including public safety, utilities, street maintenance, and parks and recreation, serving residents in the geographical center of the Florida peninsula.
