ProSciento, Inc.

Administrative Assistant, IT Services

Job Location US-CA-San Diego
Posted Date 4 days ago(2/20/2018 8:44 PM)

Overview

Summary: Manages, supports, and assists with a variety of administrative duties related to IT Services, under the direction of the Director, IT Services. Performs duties in accordance with ProSciento’s values, policies, and procedures.

Responsibilities

Essential Duties and Responsibilities include the following. Other duties may be assigned at the company’s sole discretion.

 

General IT Administration:

 

  • Reviews and manages overall incoming helpdesk tickets on helpdesk. Assigns and distributes tickets to proper channels for resolution. Expedites and follows up on timely resolution.
  • Verifies backup daily.
  • Assists with sourcing specific materials, equipment, and other items needed by department.
  • Prepares/places purchase requests/orders as needed. Receives goods.
  • Maintains internal files and supports internal client requests as needed.
  • Assists cross-departmental employees with basic IT questions.
  • Trains employees for basic general software use.
  • Reconciles Amex statement.
  • Manages vendor contacts and portal info and IT documentation.

Contracts Administration:

  • Manages vendor contracts for IT, expiration dates, and portal log on.
  • Ensures accuracy of vendor contracts.

 Finance Department:

 

  • Weekly –copying Friday check run, preparing for mailing, and filing check vouchers with back up invoices.
  • As needed – organizing & boxing up files to be sent offsite to storage.
  • As needed – general filing, preparing monthly binders, and general assistance as needed.

Qualifications

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Education/Experience:

Associates degree or above plus three years’ experience working in office administration for a mid-sized company, or equivalent combination of education and experience. Experience in an IT environment with knowledge of using help ticket systems, knowledge of basic purchasing and receiving procedures and experience organizing vendor information and IT documentation.  Experience with light end user support and training.

 

Skills, Knowledge, and Abilities:

High level of organization of work space and work load. Positive attitude, friendly demeanor. Exercises professionalism and good judgement in communication with others. Excellent written and verbal communication skills. Ability to work independently. Ability to complete projects accurately to completion. Demonstrates initiative and problem-solving abilities. Must be able to work independently while partnering across functions. Ability to organize data and information effectively and communicate with professionalism and clarity to management and sponsors.

 

Language Ability:

Ability to read and interpret documents such as safety rules, Standard Operating Procedures (SOPs), Work Instructions (WIs), procedural manuals, governmental and clinical regulations, and similar documents. Able to communicate effectively to employees, cross departmentally, in management groups and group meeting settings.

 

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

 

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations

 

Computer Skills:

To perform this job successfully, an individual should have intermediate knowledge of the current MS Office Word, Excel, and PowerPoint. Ability to quickly learn and use new software systems.

 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing 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 occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.

 

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.

 

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl.

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