Division Overview: This position is located in the Division of Information Technology of the Public Defender Service (PDS) for the District of Columbia.

Duties

PDS's Information Technology Division is responsible for the planning, development and management of all information technology systems and subsystems that support PDS programs and management operations and for the development, maintenance and oversight of policies, standards and procedures relating to agency information technology programs and activities. The Office assesses PDS technology requirements; analyzes potential return on technology investment for internal systems and for PDS interfaces with external systems; and designs and administers system configuration and architecture including hardware and software, telecommunications, network operations, desktop systems, and system security. The incumbent of this position reports directly to the CIO and performs a variety of administrative support work associated with the operation and management of agency IT programs and activities. The Administrative Assistant who will be responsible for providing comprehensive administrative support while also assisting in the management of the organization's IT budget. This position requires excellent organizational skills, attention to detail, and the ability to collaborate effectively with various stakeholders to ensure efficient and cost-effective IT operations. Responsibilities Administrative Support Perform general administrative tasks such as managing correspondence, scheduling meetings, and maintaining calendars for IT department personnel. Prepare and distribute reports, presentations, and other documentation as required. Assist with travel arrangements, expense reports, and procurement of IT-related supplies and equipment. Maintain accurate records and documentation, including filing systems and databases. Assists the Chief Information Officer in the scheduling and approval of leave requests; takes and disseminates notes at meetings and coordinates with the IT Staff to communicate meeting notes and agendas. Serves as office and suite manager. In this capacity, incumbent coordinates division chief requests about facilities maintenance, supplies and information technology issues with outside division personnel to facilitate satisfying requests and concerns. Serves as the division timekeeper. Assists the CIO with managing the Help Desk ticket database by running reports on outstanding issues, customer surveys and workload reports. Performs other duties as assigned. IT Budget Management Collaborate with IT department to develop and maintain the annual IT budget. Monitor and track expenditures against the budget, ensuring compliance with financial policies and procedures. Assist in preparing financial reports and budget forecasts, identifying variances and providing recommendations for cost optimization. Work closely with vendors and finance department to process invoices, reconcile billing discrepancies, and maintain accurate financial records. Assist in the procurement process, including gathering quotes, creating purchase requests, and tracking delivery of IT-related assets. Act as a liaison between the IT department and other internal departments, coordinating cross-functional activities and facilitating effective communication. Support IT projects by assisting with project documentation, coordinating meetings, and maintaining project schedules. Collaborate with IT team members to gather data and information for budget analysis and reporting purposes. Communicate budget updates, financial performance, and cost-saving opportunities to IT and finance department stakeholders.

Requirements

Qualifications

1 year equivalent to at least next lower grade level.

Education

This job does not have an education qualification requirement.

Contacts

• Address Public Defender Service for District of Columbia 633 Indiana Ave., NW Washington, DC 20004 US
• Name: Public Defender Service
• Email: [email protected]