Administrative Assistant to IS and CIO 1853 - Tri-Counties Regional Center

Job Title: Administrative Assistant to Information Systems (IS) team and CIO

Job Summary: Within a team environment, will perform a wide array of person centered administrative and operational tasks for the Information Systems team across all offices. Demonstrated ability to handle highly confidential and technical
material is essential to this role.

Reports to: Chief Information Officer (CIO) and assignments may be provided by other IS team members.

Specific Job Duties:
Administrative
1. Assist the CIO and IS team daily: receive and return phone calls, email, IS Messaging
Channel messages and handle as appropriate, scan and mail letters and other documents,
coordinate and schedule appointments and meetings, maintain calendar, receive daily mail,
sort and distribute properly.
2. Assist the CIO with preparation of presentations and handouts for all Board meetings
and Board committee meetings.
3. Plan, schedule and coordinate various meetings, events and other gatherings that require
assistance. Prepare and distribute agendas, provide handouts, set up room, coordinate and
communicate with speakers, take minutes, coordinate with personnel at offsite venues,
order/pick up/layout refreshments, and other relevant logistics.
4. Perform other administrative support/duties as assigned.

Asset Management
1. Overseeing the asset management process throughout the entire lifecycle, from acquisition to
disposal of all TCRC equipment, ensuring accurate tracking and maintenance of TCRC IS
managed assets.

Staff Onboarding/Separation Coordination
1. Coordinating the onboarding and separation process of TCRC staff.
2. Managing equipment requirements based on job duties and ergonomic accommodation needs
3. Systems and application account creation based on job duties
4. Preparation of custom account reference documents to facilitate a smooth transition for new and
departing employees.

Publications Management
1. Maintaining the availability and accuracy of all TCRC brochures in coordination with Media and Communication staff and Facilities department.
2. Managing inventory levels and coordinating the distribution of brochures as needed.
3. Responsible for creating and distributing employee badges, ensuring all new and existing staff
have the appropriate identification and access in coordination with Facilities department.

Intranet Web Updates:
1. Performing basic updates to existing pages on the company’s intranet, ensuring that information is
current and accurate.

Invoice Processing and Budget Tracking:
1. Processing all IS-related invoices for payment, ensuring timely approvals and accurate financial
management within the department.

Training Material Coordination:
1. Assisting in the coordination and preparation of technical training and reference materials for the
Agency.
2. Managing logistics for training sessions, including scheduling and resource allocation in
coordination with the Organizational Development Department.

Software Licensing Management
1. Administration of software licenses, ensuring compliance and renewals are handled efficiently

Job Requirements
1. Able to prioritize work and meet deadlines.
2. Strong planning, organization, and coordinating skills.
3. Understands a person-centered approach to business operations.
4. Excellent verbal and written communication skills.
5. Self-starter, good work ethic, highly motivated and energetic.
6. Ability to maintain utmost confidentiality.
7. Demonstrate analytical skills.
8. Able to work with minimum supervision, open to feedback and eager to take on responsibility.
9. Possess a high level of emotional intelligence.
10. Attention to detail, tact, discretion and good judgment.
11. Ability to work effectively with a variety of different people and at all levels in the organization.
Team player.
12. Ability to work efficiently and handle multiple projects and tasks concurrently.
13. Thinks ahead, minimizing potential problems.
14. Highly reliable, excellent attendance and punctuality record.

Minimum Qualifications:
• 3 years of strong administrative support experience
• High school graduate. At least 2 years of college level courses or AA degree preferred.
• Ability to type a minimum of 45 WPM
• Proficient computer skills - Word, Excel, E-mail, Internet
• Knowledge of current standard office methods, procedures, practices, equipment.

• Able to travel as required with reliable means of transportation

Physical Requirements:
Adequate manual dexterity and coordination for operation of a computer and other standard office
equipment is required for this position. The ability to sit at a workstation for long periods of time, the
ability to read, write and comprehend large amounts of written material such as reports and regulations,
use the telephone, and communicate via electronic mail are all required on a daily basis. The ability to
travel to another work-site location is absolutely required on a daily basis. The ability to stand, sit or
walk for moderate distances on uneven terrain is also required on a daily basis.
While performing the duties of this job, the employee is regularly required to use hands to finger,
handle, feel or operate objects, tools, or control and reach with hands and arms. The employee
frequently is required to stand, sit, walk, push, pull, kneel, stoop, bend, and squat. The employee must
frequently lift and/or move up to 10 lbs. and infrequently up to 20 lbs. Specific vision abilities required
by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust
focus. Each of these physical tasks is an essential function of the position.

Classification: Full-time, Non-Exempt, Hourly, Confidential
Starting Salary: $26.12 - $29.25
Location: Santa Barbara