To provide technical support and advice to BBAHC customers and administrative support for the Information Systems (IS) department including secretarial and clerical duties, work order dispatching and tracking, compiling workload statistics, purchase order tracking, library maintenance, equipment checkout, and inventory control.
Must have a high school diploma or GED plus 2 year of progressive work experience.
Filing, reception and general office experience necessary.
Minimum typing of 50 wpm, and at least 2 years experience with email, word processing, spreadsheets, and database programs.
General knowledge of Internet technologies and applications.
Experience working with PC hardware and installing/updating MS Windows, Anti-Virus, and standard business applications.
Proficient in MS Office applications including Word, Excel, PowerPoint, and Outlook.
Must possess good organizational, communications, and interpersonal skills.
Experience working with video conferencing, printers, faxes, and copiers preferred.
Experience working with telephone exchange systems preferred.
CompTIA A+ certification or Microsoft Certification (e.g., MCP or MCSA) preferred.
Answer telephone calls and greet visitors and users to the IS department with professional courtesy and respect. Maintain a high level of professionalism within the department and the corporation. Route incoming calls to the appropriate staff member, take messages, and page staff on urgent calls.
Receive, prioritize, and dispatch work orders and user requests to the IS staff utilizing a computerized system. Track work orders from inception to completion. Compile workload statistics for the monthly and annual reports. Produce work order status reports.
Provides first level help desk support for BBAHC hardware and software computer networks. Works with end users to fix jammed printers, malfunctioning keyboards, and other basic system problems.
Distributes notification of software and/or hardware changes to all affected users.
Produce purchases requisitions with the correct accounting codes, and obtain the appropriate signatures. Track requisitions from inception to purchase order receipt from Finance. Fax purchase orders to the vendor if necessary, and track receipt of purchase orders with the vendor. Track purchase orders from inception to the actual receipt of the merchandise. Produce purchase order status reports.
Maintain a log file of activities and events on a daily basis. Update the departmental log file with IS staff entries on a daily basis. Utilize the log file to compile statistics on work orders, telephone support, one-on-one support, and departmental training for the monthly and annual activity reports.
Produce travel requisitions for all staff, and obtain the appropriate signatures. Work with the travel agent to obtain the most efficient and economical itinerary for the trip. Obtain rental car reservations and hotel accommodations if necessary.
Assist the computer instructor with the coordination of in-house training for corporate computer users, including class registration and enrollment.
Maintain the Information Systems library of periodicals, books, videos, and computer based training programs. Keep all material current and in the proper order. Discard old material when appropriate to keep the library neat and organized. Maintain a checkout system to track borrowed items taken out of the Information Systems department.
Maintain all departmental documentation including the Personnel Policy Manual, Emergency Preparedness Plan, Safety Policy & Procedures Manual, Materials Safety Data Sheets, Information Systems Policy and Procedures Manual, Purchase Order Manuals, and the Equipment Maintenance Manual.
Maintain the equipment checkout system. Keep an inventory of all equipment designated for checkout including laptops, computers, printers, and LCD projectors. Ensure that users checking out equipment sign the proper forms to accept full responsibility for the equipment.
Maintain the supplies inventory, including computer and copier paper, diskettes, tapes, ribbons, and toner. Ensure adequate stock levels so as not to jeopardize the organizational operations. Maintain stock items in a neat and organized manner.
Perform general office duties including, but not limited to, maintaining the office filing system, receiving and distributing mail and facsimile transmissions, general office typing, scheduling meetings, taking minutes at meetings, and distributing materials. Display professionalism when following up with users and vendors. Answer user questions when possible.
Perform other business-related duties as assigned by the Senior Systems Analyst.