Administrator, Information Technology, Client & People Services - 24 month contract (Hybrid, Toronto)

August 6 2022
Industries Legal
Categories Administrative, Clerical, Information Technology, IP, Patents, Trademarks, Legal, Paralegal, Legal, Paralegal, Purchasing, Procurement, Contracts, System administrator, Transport, Logistics, Supply Chain, Purchasing
Toronto, ON

JOB PURPOSE:

The Administrator, Information Technology is responsible for providing confidential and general administrative support and assistance to the Information Technology department, including the coordination of department administrative practices and procedures. The incumbent will provide confidential executive support to the Director, relieving the Director of complex details and routine administrative duties as needed. The incumbent will oversee office administration, do detailed financial tracking and provide financial reporting on both operational and capital accounts, support the procurement of equipment and services, and provide administrative support and coordination for meetings and events organized by IT project managers, team managers, or the Director. In addition, the incumbent will, once provided with the required training, provide occasional first-level helpdesk coverage, and will generally build a professional rapport with other Law Society staff, vendors, contractors, and other resources to resolve issues, manage requests, and facilitate positive outcomes.

QUALIFICATIONS REQUIRED:

  • A college diploma in Business Administration, Accounting, or equivalent.

  • 3 years administrative, clerical, and/or accounting experience in support of a high volume, front-line service department, ideally in an information technology context.

  • Technical support experience would be an asset, but training will be provided.

Client / Customer Service Delivery

  • Working independently, provides effective, professional administrative services in order to plan activities, solve problems, and coordinate programs.
  • Provides general administrative support to the departmental Managers and staff, prioritizing the flow of information to and from other areas, and following up to ensure completion.
  • Assists the IT project managers in ensuring that technical team members working on IT projects keep the project tracking system up to date, and provides other project coordination services as required.
  • Responsible for departmental administrative functions, processes, practices and procedures.
  • Responsible for compiling and distributing of the monthly IT By The Numbers performance report.
  • Functions as the Executive Secretary to the Director, Information Technology, helping to manage their schedule, and streamlining and facilitating the flow of administration through the department, under minimal direction.
  • Works independently within established guidelines, liaising with internal and external contacts on behalf of the Managers and Director.
  • Screens incoming correspondence and prepares draft responses, responding directly in routine matters.
  • Prepares and distributes meeting agendas and creates minutes of meetings when requested.
  • Coordinates and schedules appointments, coordinates logistics and arrangements for internal and external meetings, whether in-person, virtual, or hybrid.
  • Provides scheduled and occasional unscheduled coverage for the Helpdesk, including first-level support and referrals in response to customer computer support problems.
  • Responsibilities in this area include documentation, triage, and rapid referral of customer telephone queries; first-level telephone support of non-complex problems; and logging customer calls in the ticketing system.
  • Responsibilities also include monitoring customer satisfaction scores, monitoring adherence to SLAs and resolution rate goals, and providing reporting to department managers and the Director when SLAs and goals are not being met.

Financial Responsibility

  • Prepares cheque and purchase requisitions, processes and requests all required approvals for invoices related to the department, assists in the preparation of the initial Information Technology department budgets (Operational and Capital), and prepares monthly transaction reconciliations.
  • Saves and organizes all Finance-related documentation into the department’s SharePoint site so that it can be easily found.
  • Assists in monitoring department and project budgets, transferring funds among accounts as required and requested, and making recommendations related to budget variances.
  • Tracks and compiles statistics, provides reporting on costs and expenditures.
  • Coordinates with the Purchasing Department and IT managers for the acquisition of hardware/software, including direct support for RFQ, RFP, and RFI processes, the creation of purchase requests, and the tracking of purchase orders.
  • Maintains an inventory of hardware/software maintenance agreements and ensures timely renewals.
  • Orders office supplies for the department.

Team Membership

  • Works effectively with other members of the Information Technology, Finance, Facilities Services, and Human Resources teams.
  • Contributes to team processes, including scheduling and coordinating work and resources, exchanging information, and developing effective information and workflow processes.

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.

Apply now!

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