IT Administrative Assistant

Position Summary

The IT Administrative Assistant will provide administrative support including, but not limited to, tracking and entering invoices, assisting with meeting preparation, scheduling meetings, and other administrative tasks as assigned by the Chief Information Officer. The IT Administrative Assistant will be responsible for issuing purchase orders to vendors and ensuring payment of invoices. The IT Administrative Assistant will ensure adequate supply levels for PCs, printers, copiers, scanners, and other office supplies. The IT Administrative Assistant will create policies and procedures as needed, and will develop and manage workflows to improve accuracy and control changes within the environment.

Essential Duties and Responsibilities

1. Perform administrative tasks for the Chief Information Officer such as scheduling meetings, recording meeting minutes, etc.

2. Negotiate pricing with vendors, issue and track POs and invoices ensuring timely ordering, delivery, and payment.

3. Create and manage procurement workflows.

4. Maintain an accurate inventory of all relevant IT assets and assign ownership by cost center.

5. Manage user access change requests.

6. Create, modify, and terminate employee access accounts as needed and maintain documentation.

7. Maintain supply of equipment and recommend future models of printers, copiers, scanners, and other computer equipment as needed.

8. Create policies and procedures for IT asset management and purchasing; provide input into other areas within IT regarding policy and procedure recommendations.

9. Manage software licenses for all operating systems and related software, monitor expiration dates, and coordinate license renewals.

10. Adheres to the BSA Policy and all other bank policies.

11. Other duties as assigned by supervisor.

Minimum Qualifications (Education, Experience, Skills)

Some college preferred.

1 – 3 years of professional experience.

Prior asset management or purchasing experience preferred.

Interest and/or understanding of technology.

Knowledge of Microsoft Excel, Outlook, PowerPoint, and Word.

Works independently and makes decisions on priorities.

Excellent customer service, verbal, and written communications skills.

Must have problem solving skills.

Background and credit clearance, required.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk and hear. The employee frequently is required to use hands or fingers, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.  The noise level in the work environment is usually moderate.

 This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.


All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.  To perform this job successfully, the incumbents will posses the skills aptitudes and abilities to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others.  The requirements listed in this document are the minimum levels of knowledge, skills or abilities.

This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

FIRST GUARANTY BANK is an EEO employer - M/F/Vets/Disabled
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