Job Description

Posting number: IT09261

Department: Data Processing

Job classification: Administrative Assistant II

Posting type: Open

Categories: IT and Computers

Summary

Montgomery County has an opportunity for an Administrative Assistant II. This position serves as a key member of the Information Technology Department, providing comprehensive administrative, clerical, and operational support under the general direction of the Director of Information Technology. This position requires a strong understanding of administrative procedures, exceptional organizational skills, attention to detail, and the ability to manage multiple priorities while supporting departmental operations and strategic initiatives.

Examples of duties

Key Responsibilities

• Utilize and maintain proficiency in departmental software applications, including Microsoft Office, Microsoft Dynamics 365, and other business systems as required.
• Perform a variety of administrative and clerical duties requiring accuracy, discretion, and attention to detail.
• Prepare, maintain, and distribute agendas, meeting materials, and official minutes for the Automatic Data Processing Board.
• Assist in the administration and monitoring of the annual IT Department budget, including processing invoices, purchase requests, and vendor payments.
• Answer and direct incoming telephone calls, respond to inquiries, and provide administrative support to management and department staff.
• Collect, organize, classify, and maintain departmental records, information, and documentation.
• Prepare, edit, format, and distribute correspondence, reports, presentations, and other business documents.
• Coordinate and track contracts, agreements, and related documentation, ensuring timely follow-up and compliance with established procedures.
• Establish and maintain office procedures and administrative processes that support efficient departmental operations.
• Assist with budget reporting, billing activities, and financial record keeping.
• Maintain confidential files and sensitive information in accordance with organizational policies and applicable regulations.
• Serve as a liaison between the Director of Information Technology, department administrators, staff, vendors, and external partners to facilitate communication and collaboration.
• Coordinate meetings, conferences, appointments, and special events, including scheduling, agenda preparation, and participant notifications.
• Manage the Director of Information Technology's calendar, appointments, and scheduling priorities.
• Support department projects and initiatives as assigned.
• Perform other related duties as assigned.

Qualifications

• High school diploma or equivalent, supplemented by coursework in business administration, office management, or a related field.
• Minimum of three (3) years of progressively responsible administrative or clerical experience in a professional business or office environment.
• Proficiency with Microsoft Office applications and other standard business software platforms.

Supplemental information

• Excellent verbal and written communication skills.
• Strong organizational, planning, and time management abilities.
• Ability to establish and maintain effective working relationships with employees, administrators, vendors, and the public.
• Demonstrated ability to manage multiple priorities and meet deadlines with minimal supervision.
• Ability to anticipate needs, exercise sound judgment, and follow through on assignments independently.
• Strong attention to detail and accuracy in record keeping, reporting, and document preparation.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency in office technology, business systems, and data management applications.