This position supports the Directors, Managers and staff in Information Technology performing administrative duties and support functions. Relies on experience and judgment to plan and accomplish goals. A wide degree of creativity and latitude is expected.  This role also provides operational support of IT initiatives by coordinating documentation, tracking timelines, and assisting with resource planning and logistics.  A strong understanding of technical environments and the ability to work across teams is essential.

Schedule meetings: take minutes at assigned meetings and maintain an agenda and action item list.

Maintain and organize technical documentation, including system inventories, vendor contacts, and service agreements.

Assist staff with development and preparation of documents, spreadsheets, and presentations.

Maintain on-call and production review schedules for the IT managers.

Maintain calendars and schedules for the IT Directors.

Review contracts to extract pertinent information, such as terms, tasks, due dates, and amounts.

Complete contract summary sheets and send MSA and SOW documents for legal  review. 

Obtain quotes for necessary equipment and create purchase orders.

Support IT budget planning and reconciliation, including tracking actuals vs. budget, identifying variances, and preparing reports for management review.

Maintain organized records of IT invoices, track payment status, and follow up on discrepancies to support efficient financial operations

Maintain positive relationships within the department, cross functionally throughout the organization, as well as externally. 

Perform as a backup to the VP’s Executive Assistant.

Support IT leadership in tracking initiative timelines, deliverables, and resource assignments.

Collaborate with Training and Development teams to support IT-related training initiatives, including provisioning tools, accounts, and managing access.

Monitor and update internal tools or dashboards used for tracking IT tasks and priorities.

Facilitate logistics for technical deployments, upgrades, and vendor engagements.

Regular, predictable attendance.

This list of Essential Functions is non-exhaustive and may be supplemented as necessary.

Other Responsibilities

Make travel arrangements, hotel reservations, and reserve company cars.

Help coordinate activities and company events (i.e. holiday, retirement, Ky State Fair, etc.).

Demonstrates a commitment to the Guiding Principles ensuring they are incorporated into department deliverables.

Assist all IT personnel in any manner necessary to ensure the smooth operation of the department.

Represent the Information Technology department in a positive and professional manner.

Give assistance to other departments when requested and approved by a director.

Help prepare materials and logistics for technical reviews, audits, or compliance checks.

Provide support for internal IT communications, including drafting updates or coordinating announcements.

Job Specifications

Physical demands: sitting, speaking, grasping, writing, normal hearing/vision (with or without correction), lifting to 10 lbs.

Mental demands: problem-solving, ability to work under pressure and on own initiative, ability to multi-task and handle interruptions and remain productive, an aptitude to learn light technical tasks.

Environmental factors: standard office lighting, temperature, and noise.

Equipment: keyboard, personal computer/laptop, printer/copy machines and telephone.

Associate’s or Bachelor’s degree in Business or Information Technology, Computer Science, or a related field (preferred).

Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Visio, and Teams.

Familiarity with IT service management tools (e.g. Jira).

Basic understanding of networking concepts, cybersecurity principles, and troubleshooting hardware/software issues.

Strong problem-solving and analytical skills.

Excellent customer service orientation and interpersonal abilities.

Effective time management and organizational skills; ability to manage multiple projects and priorities in a fast-paced environment.

Ability to communicate technical information clearly to non-technical audiences.

Commitment to confidentiality and data protection.

Willingness to pursue ongoing professional development and training.

Ability to work independently and collaboratively within cross-functional teams.

Flexibility to adapt to changing technologies and business needs.

Good oral and written communication skills.