Administrative Coordinator - IT

SUMMARY

Reporting to the Chief Information Officer (CIO), with direction from the Deputy CIO, this position is responsible for coordinating administrative and operational support across the Information Technology Solutions (ITS) Department. The Administrative Coordinator serves as a central administrative resource for departmental leadership and multiple functional teams, supporting consistent, compliant, and efficient administrative processes across the department.

In addition to department-wide administrative coordination, this role serves as Executive Administrator to the CIO and Deputy CIO, providing high-level administrative, scheduling, and coordination support for executive leadership. The Administrative Coordinator will interface regularly with other County departments, vendors, and external stakeholders through professional written and verbal communication.

Through indirect reporting relationships with ITS managers and supervisors, the Administrative Coordinator helps organize and standardize administrative activities, balance workload across administrative staff, and ensure compliance with County policies, procedures, and regulatory requirements. The position is charged with identifying, documenting, refining, and streamlining administrative processes while implementing standardized methods and documentation with input from leadership and staff.

This role supplements and enhances the work of existing administrative staff by developing fluency with County, departmental, and technology-related requirements and building documented standard operating procedures (SOPs) to support the operational needs of the ITS department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Department-Wide Administrative Coordination

• With input from the CIO, Deputy CIO, and departmental managers, learn, execute, document, and refine administrative processes supporting ITS operations, including but not limited to invoices, purchase requests, grant documentation, contracts, work orders, reporting, and scheduling.
• Examine and understand County-wide and ITS-specific operational procedures; recommend revisions as needed and oversee implementation of approved procedures across staff.
• Key areas of focus include procedures related to:
  • Payroll and timekeeping;
  • Procurement and purchasing;
  • Accounting and budget coordination;
  • Contract administration;
  • Document retention, records management, and filing in accordance with County and regulatory requirements.
• Organize and manage regulatory, compliance, and reporting processes related to federal, state, and local requirements affecting information technology, cybersecurity, grants, and funding programs.
• Oversee and coordinate County procurement activities for the ITS department, ensuring consistency with purchasing rules, timelines, and documentation standards.
• Review, track, and process contract documentation for software, hardware, services, consultants, and vendors, ensuring alignment with County standards and approval workflows.
• Identify, evaluate, and recommend administrative and technological tools to improve efficiency, standardization, and visibility of departmental processes.
• Use available software platforms and systems (e.g., Microsoft 365 tools, SharePoint, databases, workflow tools) to improve administrative operations and reporting.
• Maintain, support, and improve departmental databases, trackers, and administrative systems.
• Analyze data collected through administrative systems to support leadership decision-making and operational planning.

Executive Administrative Support (CIO & Deputy CIO)

• Serve as Executive Administrator to the CIO and Deputy CIO, providing high-level administrative and organizational support.
• Manage executive calendars, schedule meetings, coordinate logistics, and prioritize competing demands with discretion and professionalism.
• Prepare, organize, and distribute meeting materials, briefing documents, agendas, and follow-up actions.
• Track executive action items, initiatives, and deadlines, ensuring timely follow-up and coordination with internal and external stakeholders.
• Coordinate executive-level communications, including drafting correspondence, preparing summaries, and facilitating information flow between leadership and staff.
• Support executive travel arrangements, expense documentation, and related administrative requirements as needed.
• Maintain confidentiality and professional judgment when handling sensitive information, personnel matters, and executive communications.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent written and verbal communication skills.
• Ability to interact constructively and professionally with a wide variety of internal and external stakeholders, including executive leadership.
• Demonstrated analytical experience with a willingness to closely examine processes, best practices, inefficiencies, and available tools to recommend and implement improvements.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and shifting deadlines.
• Computer literacy required, including proficiency with the Microsoft Office / Microsoft 365 suite.
  • Advanced capability with spreadsheets.
  • Experience with databases is desirable.

• Willingness to learn independently, adapt to new systems and processes, and take initiative.
• Flexibility with respect to changing assignments and evolving departmental needs.
• Experience supporting executive leadership or senior management strongly preferred.

PHYSICAL DEMANDS

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

While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, and hear. The employee may occasionally be required to use hands to handle or feel objects, reach with hands or arms, and lift or move items up to 25 pounds. Specific vision abilities required include close vision, distance vision, color vision, and depth perception.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Employee Benefits | Montgomery County, PA - Official Website (montcopa.org)