Information Technology Administrative Specialist

Information Technology Administrative Specialist

DEPARTMENT: Technology FLSA STATUS: Non-Exempt REPORTS TO: Director of Technology

CONTRACT TERMS: 240 Days SALARY SCHEDULE: Classified Salary Schedule (D1 or D2) based on education level APPROVED (HR): April 2022 REVISED (HR): October 2026 SUMMARY: The Technology Secretary / IT Administrative Coordinator provides comprehensive administrative, financial, and operational support to the Technology Department. This position coordinates the department's procurement activities, budget administration, personnel processes, records management, and vendor relations while ensuring compliance with applicable district, state, and federal requirements. The incumbent serves as the administrative liaison between the Technology Department, district departments, school administrators, vendors, and external agencies. SUPERVISORY RESPONSIBILITIES: None. QUALIFICATIONS: The incumbent must be able to satisfactorily perform each essential function of the position. When appropriate, reasonable accommodations will be provided to afford persons with disabilities an opportunity to perform the essential functions of the position. Essential Duties and Responsibilities Financial Administration and Procurement Coordinate the Technology Department procurement process from requisition through payment. Review and process technology purchase requisitions for accuracy and compliance with district purchasing procedures and budget requirements. Monitor, reconcile, and maintain multiple departmental budgets, including general operating funds, grants, E-Rate, SPLOST, and other designated funding sources. Obtain vendor quotes and assist with competitive solicitation processes in accordance with district purchasing policies. Generate purchase orders, process invoices, verify receipt of goods and services, and coordinate payment documentation with the Finance Department. Prepare financial documentation related to departmental transactions (including NorthStar) Generate financial reports and monitor outstanding purchase orders and budget expenditures. Program Compliance and Grant Administration Coordinate documentation and reporting required for E-Rate, SPLOST, grants, and other funding programs. Maintain inventory records and supporting documentation required for state and federal compliance. Assist with audits by preparing and organizing required financial and program documentation. Ensure compliance with applicable procurement regulations, grant requirements, and district policies. Asset and Vendor Management Serve as the primary administrative contact for technology vendors and service providers. Facilitate warranty claims, equipment returns, and vendor communications; escalating as needed. Maintain technology asset records, including capital equipment inventories and related documentation. Monitor software licensing, maintenance agreements, warranties, and telecommunications service contracts. Assist with state technology inventory and asset accountability processes. Personnel and Administrative Support Coordinate onboarding activities for Technology Department employees, including briefing on department procedures, equipment distribution (keys, phone, tools, laptop, ...etc.), and related administrative processes; and hand-off to Lead Tech or Director for further training. Serve as departmental administrator for employee absence management systems. Coordinate travel arrangements, reimbursements, and professional development documentation. Schedule meetings, prepare agendas and minutes, maintain departmental calendars, and support administrative operations. Maintain confidential personnel and departmental records. Records Management and Department Operations Maintain electronic and physical departmental records in accordance with district records retention requirements. Prepare operational, financial, and personnel reports as requested. Coordinate annual fiscal year-end and departmental records management activities. Develop and maintain spreadsheets, databases, and tracking systems supporting departmental operations. Perform general administrative duties including correspondence, filing, data entry, and customer service. Other Duties Provide administrative support for special technology projects and initiatives. Assist school personnel and district departments regarding technology-related administrative processes. Perform other duties as assigned by the Director of Technology including: providing support and assistance to other teams and departments as needed, and demonstrating a willingness to collaborate to help achieve operational and organizational goals. KNOWLEDGE, SKILLS & ABILITIES: May require: Knowledge of office administration, bookkeeping, procurement, and records management principles; budgeting practices and financial recordkeeping; current office best practices and procedures; use of office machines and equipment; proper and business English, spelling, grammar, and punctuation; methods and techniques used in recordkeeping; principles and practices of supervision; organizational and department functions Skills in the use of financial management systems, spreadsheet applications, document management software, and standard office technology; effective oral, written and interpersonal communication; taking and transcribing dictation and a variety of materials that may include statements and minutes; composition, setting up and typing a variety of correspondence, reports and other materials Ability to maintain accurate financial and administrative records with exceptional attention to detail; interpret and apply district policies, purchasing procedures, and applicable regulations; organize and prioritize multiple assignments while meeting established deadlines; analyze data and prepare clear, accurate reports; establish and maintain effective working relationships with employees, vendors, administrators, and the public; use technology for a variety of purposes; demonstrate proficiency in: Google Drive, Microsoft Office with Applications, and email as well as navigate online platforms; maintain confidentiality and exercise sound judgment in handling sensitive information. EDUCATION AND/OR EXPERIENCE: High school diploma or equivalent required. Associate degree in Business Administration, Accounting, Office Administration, or a related field preferred. Experience in administrative support, bookkeeping, procurement, finance, or office management required. Experience in a public school district, government agency, or similarly regulated environment preferred. Equivalent combinations of education, training, and experience that provide the required knowledge, skills, and abilities may be considered. CERTIFICATES, LICENSES, PERMITS: None PERFORMANCE FACTORS: Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Reaching: Extending hand(s) and arm(s) in any direction. Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand or arm as in handling. Grasping: Applying pressure to an object with the fingers and palm. Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which one must convey detailed or important spoken instructions to others accurately, loudly, or quickly. Vision: The ability to perceive the nature of objects by the eye. Acuity (near and far vision), depth perception (three-dimensional vision), accommodation (adjustment of lens to eye to bring an object into sharp focus), field of vision (area that can be seen up and down or to the right or left while eyes are fixed on a given point) and color vision (ability to distinguish and identify colors) are required factors. Hearing: Ability to receive detailed information through oral communication and to make fine discrimination in sounds, such as when making fine adjustments on machined parts with or without correction. Repetitive Motions: Substantial movements (motions) of the wrists, hands, and/or fingers. Interaction with Others: Ability to maintain, on a regular and consistent basis, relationships that are not characterized by high levels of hostility, social withdrawal or failure to communicate. Ability to be flexible relative to daily routines. Ability to demonstrate sensitivity to the differences among diverse populations. Concentration: Ability to maintain workflow and thought processes in the presence of frequent distractions. Ability to ignore irrelevant sights or sounds and intrusive thoughts or stimuli. Ability to manage multiple tasks simultaneously with only few or no errors. Stressful Circumstances: Ability to produce quality work when short or unexpected deadlines are presented. Ability to adjust work processes without incident when new and unexpected directions are given relative to a project that may be in process. Ability to maintain composure and not compound a situation when interacting with persons who may be angry, demanding or otherwise less than polite. Independent Judgment: Ability to complete work tasks without being given precise directions relative to work steps or the final project. Organizational Skills: Ability to establish priorities; simultaneously manage multiple tasks; and deliver a quality work product by a designated deadline. Decision Making: Ability to make appropriate business decisions. Attention to Detail: Ability to recognize errors or layout features that detract from the physical attractiveness or accuracy of a work product. Public Contact: Ability to communicate professionally and effectively, both verbally and in writing, with superiors, colleagues, and other individuals within and external to the school system. Ability to demonstrate professionalism while interacting with others and to maintain constructive working relationships. Attendance and Dependability: Ability to be depended on to report to work at the scheduled time and to seldom be absent from work. Ability to complete work in a timely, accurate manner and to be conscientious about work performance.