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Reports to: Administrator, Information Technology Services
Division: Information Technology

Our ideal candidate
You possess excellent interpersonal and communication skills with strong computer and technology competencies. You have well-developed organizational skills and are careful to maintain information as confidential. You work well both independently and as a team member while representing the office, engaging in highly professional service to others. You multi-task in a fast-paced environment and are comfortable with frequent interruptions and the need to re-prioritize tasks in order to maintain excellent service to others. You take ownership and initiative of tasks and responsibilities of the position. You are committed to providing the best service available to the Santa Barbara County Education Office, school districts, and and all the customers we serve.

General description
Perform a wide variety of complex administrative, accounting, technical writing, operational and organizational functions. Responsible for assisting managers and county education office staff with the daily flow of communications and information regarding policies, procedures, and regulations of Information Technology (IT) Services.

Specific duties and responsibilities

• Provide first-level user support for email, industry-standard office productivity software, peripheral and mobile devices, creative tools, and financial system; log and route to appropriate IT staff member, complex service requests and those related to connectivity, security, hardware, Wide Area Network (WAN), and Local Area Network (LAN); escalate high-priority service requests; audit service request records to ensure that all requests have been fulfilled
• Receive and interview callers and visitors to determine their needs for service
• Schedule required services for information technology infrastructure, such as generators, air conditioning and UPS units.
• Obtain quotes from vendors for renewing equipment and service maintenance agreements, taking full responsibility for managing all contracts and their expiration dates to ensure timely processing, avoiding any service interruption.
• Create purchase orders for payment of invoices, order supplies and services, obtain necessary authorizations, and route appropriate copies and backup documentation; create purchase orders for all credit card purchases (for ITS and other departments) and perform monthly reconciliation
• Determine if sufficient funds have been encumbered for planned annual budget expenditures
• Process requests for SBCEO email accounts, set up new accounts in other applications, and send appropriate information to employees and their manager
• Produce email account listings for SBCEO departments to review and process changes by updating the information in the database and on the server
• Process employee termination notices from HR, take appropriate action for all network related accounts (ie. forward email, change passwords, delete accounts, calendar for future actions, etc.)
• Ensure payment for services by producing invoices and ensuring payment is received and posted in the financial system.
• Audit daily email service log reports to confirm all back-up documentation is provided for each email account addition, deletion or edit
• Using financial system, enter and submit all departmental staff leave information and run leave usage reports as needed
• Process and print manual payroll checks and commercial warrants
• Using appropriate tools, for both the financial system and SBCEO networks, unlock accounts, ending unresponsive sessions and assist users with password resets.
• Prepare statistical, financial and administrative reports including letters, memos, Memoranda of Understanding (MOU) agreements, and contracts, by consolidating relevant statistical and financial data
• Take meeting notes and obtain appropriate division approval before distributing communications
• Assist with compilation and development of annual budget by preparing reports and preparing and monitoring invoices and expenses
• Test, fine tune and format technical instructions for various services offered by IT Services for end-users, such as user guides, and prepare them for posting on the website, including accessibility audits to ensure ADA compliance.
• Review and edit ITS website pages as needed
• Create online forms
• Assist in preparing executive-level presentations by selecting artwork, formatting, editing, compiling, and making recommendations for improvement.
• Schedule appointments and coordinate arrangements for a variety of meetings, workshops, and seminars
• Create, circulate, and update office calendars to track meetings, events, appointments, and staff vacation
• Arrange travel accommodations, transportation, and process travel claims
• Open, sort and route mail including equipment delivery, responding to mail requiring routine response, and composing other responses for signature of the administrator
• Organize and maintain complex files, both paper and digital
• Monitor office supplies and maintain adequate stock
• Perform special projects and other related job duties as assigned.

Requirements
Education: Possession of a high school diploma, supplemented by college or vocational coursework in business or computer technology. Additional relevant work experience may be substituted for post-secondary education.

Experience: five years of increasingly responsible administrative support experience, preferably in an information technology services environment. Additional post-secondary education may be substituted for the required work experience on a year-for-year basis.

Knowledge of:

• Standard office productivity software applications, modern office practices, equipment and administrative procedures
• Telephone and email etiquette
• Statistical and financial record keeping
• Arithmetic, including percentages and fractions
• Report writing practices
• Correct English usage, grammar, spelling, punctuation and vocabulary

Ability to:

• Learn the County Education Office organization, operations, policies and objectives, terminology and programs
• Perform varied, complex administrative tasks and duties with accuracy and frequent interruptions
• Operate standard office equipment including graphical user interfaces for online systems.
• Demonstrate patience and maintain professionalism when dealing with frustrated customers
• Learn how to use and troubleshoot a variety of computer hardware and software, peripheral devices, and mobile devices
• Achieve proficiency in use of SBCEO administrative systems, including financial system
• Learn information technology terminology
• Create technical and end-user procedure documentation
• Maintain current skills and knowledge of computer and office technology terminology
• Establish and maintain effective and professional working relationships with others
• Exercise tact, patience, and courtesy in interactions with others
• Maintain records and prepare reports and memoranda
• Make accurate arithmetic calculations
• Interpret, explain and apply rules, regulations and policies
• Arrange for meetings, workshops, conferences and seminars as required
• Analyze situations accurately and adopt an effective course of action
• Identify opportunities and implement strategies for continuous improvement
• Meet schedules and timelines, re-prioritizing as needed
• Plan and organize work
• Work independently and as part of a team
• Maintain confidentiality of files and other sensitive material

Ability to speak Spanish fluently is desirable.

Working conditions
Most of the work of this position is performed while sitting at a desk and usually involves extensive use of computers, telephones, and other office equipment. This position is not typically exposed to significant safety hazards. The incumbent may occasionally be required to lift and carry objects weighing 25 lbs., climb, crawl, stoop, kneel, and crouch.

Salary range 75

Series
Information Technology

Approved by the Personnel Commission: July 22, 2004
Revised: Apr. 23, 2009
Revised: June 28, 2018
Revised: June 22, 2023