Office Administrator

Meaningful work * service oriented and respectful work environment * work-life balance * generous leave * more holidays than the federal government, including Christmas week off * free parking as well as free transportation to/from Ballston metro * paid lunch breaks * professional development tuition assistance * tuition assistance for your children enrolled in our diocesan schools after 1 year of employment * generous benefits, including a pension plan * AND MORE..............................

The Diocese of Arlington is a thriving community composed of seventy parishes, six missions, and 50 schools, covering the 21 northernmost counties and independent cities in the Commonwealth of Virginia. Since our founding in 1974, the Diocese has grown significantly, becoming one of the fifty largest dioceses in the United States. We have over 4,000 employees and are still growing. We're looking for talented and committed employees to join our team.

POSITION SUMMARY:

The Information Technology Department is responsible for selecting, deploying and supporting software, hardware and telecommunications resources for the staffs of the Central Administrative Offices of the Catholic Diocese of Arlington (CAO), the Arlington Catholic Herald (ACH), and the Catholic Charities of the Diocese of Arlington (CCDA) to utilize in fulfilling their mission within the Diocese.

The Office Administrator provides support to the team members of the Information Technology Office. This position assists with budget development process, asset lifecycle management and preparation of IT audit materials. It is primarily responsible for heavy accounts payable activities including reconciliation of payables activities against approved budgets. Additionally, this position is responsible for asset lifecycle from procurement through asset retirement. There is a data analytics component, requiring analysis of multiple and varied data sets with development of dashboards and executive reports.

PRINCIPAL DUTIES:

- Responsible for the accounts payable process for the IT Department; coordinates receipt of all invoices and the review and approval of payment for authorized services. Reconciles the monthly credit card statement.

- Tracks and monitors the IT administrative budget as well as project budgets; reviews monthly trial balances, reclassifies expenses as necessary to correct expense and project codes and analyzes budget to actual variances.

- Tracks and records employee leave requests and submits all approved time slips to payroll by deadline.

- Monitors time allocation entries in spreadsheet and prepares a weekly dashboard to reflect distribution of staff time on operations & maintenance vs. projects.

- Creates and generates dashboards from Excel that track analytical productivity metrics for the IT department.

- Assists with preparing PowerPoint presentations.

- Assists with creating PowerBI and Excel reports.

- Coordinates the shared resources equipment and inventory returned equipment for all cables and attachments.

- Generates, disseminates, collects and compiles Tech Support and technology training customer satisfaction surveys.

- Performs full life-cycle asset management from procurement through asset retirement. This includes the purchase order and invoicing process; inventory receipt; asset entry and tagging into Track It; monitoring expiration of inventory; disposal of assets; and reconciliation of fixed asset management with Accounting Department.

- Assists the IT Director and staff with compiling data in response to the IT Audit. This includes helping to prepare and monitor the spreadsheet of requested materials, collecting information from other departments, scanning hard copy documents, applying edits to policy and procedure manuals, and other tasks necessary to provide a complete submission for the IT audit.

- Assists IT Director and staff with the development of the IT administrative budget by organizing and consolidating staff submissions from tech support, application services, and network services; provides entries for recurring monthly operating expenses (e.g. phone, Internet, equipment lease payments etc.); compares expense entries against prior budgets to ensure all support or maintenance fees are included; assists with preparing supporting materials and deliverables for Finance Office.

- Assists with managing the content for the Information Technology Intranet page and Thursday Tech Tip Newsletter. This involves collecting content, and may include writing some content.

- Maintains current copies of departmental operation manuals and templates.

- Supports IT Director and department members with general administrative and project support, including photocopying/scanning, weekly reminders, research, scheduling of conference rooms and necessary resources, coordination of travel arrangements, and maintenance of office supplies.

- Establishes and maintains department files and records (project, administrative, informational, and financial); prepares summary of project results and lessons learned and organizes and archives all relevant project files; maintains, secures, and protects confidential information and reports.

- Organizes mailings and surveys to collect data from parishes.

QUALIFICATIONS:

- Knowledge/Skills: Proficient in all Microsoft tools (Excel, PowerPoint, Word, Outlook, etc.); familiarity with database concepts; strong customer service skills; strong verbal and written communication skills; strong organizational skills; strong attention to detail; ability to multi-task and deal easily with multi-faceted needs; strong time management skills; ability to handle sensitive situations appropriately and with discretion and confidentiality; high level of energy and enthusiasm; active listener; team player; ability to deal in constantly changing environment; ability to communicate easily with outside sources

- Education Required: High school graduate or equivalent required; B.A. or equivalent preferred

- Years and Types of Experience: 2 to 4 years of experience as an administrative assistant

Apply Here: https://www.click2apply.net/Bz8jYofAZoXzjHnPqfRd7L

PI200837073