Information Services Coordinator

Salary : $71,822.40 - $105,144.00 AnnuallyLocation : San Bernardino, CAJob Type: Full-TimeJob Number: 2024-00013Department: Information ServicesOpening Date: 10/16/2024Closing Date: ContinuousFLSA: Non-ExemptBargaining Unit: UnrepresentedTHE POSITION Under general direction, the Information Services Coordinator performs a variety of highly responsible, complex, administrative, and secretarial duties in support of Chief Information Officer to meet the business needs of the San Bernardino County Employees' Retirement Association (SBCERA). The position serves as coordinator for building and safety, provides project management support, and supports the administrative needs of the Information Services Department. EXAMPLES OF DUTIES The Information Services Coordinator will work under the direction of the Projects and Facilities Assistant Manager, performing a broad range of responsibilities including, but not limited to, the follow:Coordinates and assists in the preparation of the Information Services controlled portions of project budgets; prepare cost estimates for budget recommendations; submit justifications for budget items; allocates funds to proper budget codes; monitoring and tracking project expenditures in a timely manner.Coordinates and oversees specialized functions and/or projects independently as assigned; uses independent judgment to develop and provide recommendations, suggestions, or information as appropriate.Coordinates, plans, implements, and evaluates complex projects, including but not limited to both facilities and Information Services; gathers information and creates complex spreadsheets and reports; makes recommendations on assigned projects.Initiates contact with vendors for various products, upgrades and services. Assures timely ordering, receipt, and storage; tracks invoices and other expenditures.Works in conjunction with third-party vendors and staff to coordinate the design, analysis, installation, testing, maintenance, and administration of systems used to further SBCERA's mission.Coordinates building and staff related safety tasks, schedules meetings, trainings, and inspections as required.Maintains departmental contracts and service level agreements.Coordinates documentation; works in conjunction with vendors and staff to create materials; manages and oversees administration of said materials.May represent Information Services Management at meetings with staff, vendors, contractors, or other third-party entities.Assists in developing business system policies and procedures.Reviews, updates, and informs Information Services Management of essential timelines; discusses and reviews the operational calendar of events on a regular basis to assure timely coordination of activities and status of projects.Researches, compiles, and prepares confidential and sensitive documents.Reads and screens incoming correspondences/forms/contracts/and other documents and makes preliminary assessments of materials, prioritizing and distributing accordingly.Serves as coordination support to the Information Services Department providing contract monitoring and administration, schedules meeting, prepares materials and agendas.Verifies and reviews forms, reports, and correspondence for completeness and conformance with established regulations and procedures.Performs other duties as assigned. MINIMUM QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required.Knowledge of:Organizational and project management practices as applied to the coordination and evaluation of programs, policies and operational needs;Research methods and practices;Pertinent Federal, State and local laws, regulations, ordinances and policies;Current computer technology, including principles and practices of electronic filing systems and information systems; andModern office practices, procedures, methods and equipment.Ability to: Analyze complex problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; Interpret, apply, and explain rules, regulations, policies, and procedures, exercising good judgment and discretion when precedent does not exist.Conduct comprehensive studies and prepare reports, proposals, presentations and/or technical documents;Research, analyze, and present statistical data;Plan, organize, and manage tasks effectively to meet deadlines and schedules.Exercise sound judgment in recognizing the scope of authority and dealing with critical and sensitive information, records, projects, requests, and reports.Perform a variety of complex administrative and secretarial duties with little or minimal supervision;Work efficiently under pressure, handling frequent interruptions and adapting to changing directions and priorities.Gain cooperation through discussion and persuasion;Ensure confidentiality of sensitive information; Maintain confidential, complex, interrelated, files, records, and documents.Learn the operation, systems, policy and procedures of the department;Communicate clearly and concisely, both orally and in writing;Follow directions from a supervisor;Understand and follow posted work rules and procedures;Accept constructive criticism; andRegularly and predictably attend work.Education, Experience and License/Certificate:Education: Bachelor's degree from an accredited college or university in Business/Public Administration, or closely related field.Experience: Three (3) years of professional-level experience coordinating projects across multiple departments and teams, with a focus on prioritizing and managing deadlines, and document management.Substitution of Experience for Education: Additional qualifying experience may be substituted for the required education on a year-for-year basis up to a maximum of four (4) years. Substitution of Certification for Education or Experience: Certification in project management may be substituted for up to two (2) years of education or experience depending on the certificate. Accepted certifications include but are not limited to: Project Management Professional (PMP), Program Management Professional (PgMP), Portfolio Movement Professional PfMP, Certified Associate in Project Management (CAPM), Certified Project Manager (IAPM).SBCERA offers a generous benefits package including: Medical Employee Only - 100 % SBCERA paid Employee +1 - 75% of the difference between employee-only and employee +1 coverage Employee + Family - 75% of the difference between employee-only and employee + family coverage Dental - SBCERA paid for employee and dependents Vision - SBCERA paid for employee and dependents Life Insurance & Accidental Death & Dismemberment - $100,000 SBCERA paid Vacation Leave - 80 - 160 hours/year Holiday Leave - 14 days + 1 Floating holiday/year Sick Leave - 3.69 hours/pay period Bereavement Leave - up to 5 days, with 3 days paid Tuition Reimbursement - up to $5,000 per fiscal year after 1 year of service Long-Term Disability (LTD) - SBCERA paid Short Term Disability (STD) - SBCERA paid Dependent Care Assistance Plan (DCAP) Colonial Life Voluntary Benefits United Pet Care Employee Assistance Program (EAP) 529 Education Savings Plan - Scholar Share Retirement - Participation in SBCERA's pension plan Deferred Compensation 457(b) Plan: Biweekly employer match equal to 1 times the employee's contribution up to 1% of the employee's biweekly base salary upon hire. 401(k) Plan: Employees are eligible to participate. SBCERA takes pride in offering a generous benefit package. Please check out a more detailed outline of our benefit packages linked here.01 A resume and cover letter is required to be attached to your application but will not substitute for the proper completion of your application. The information on your application will be used to determine your salary placement if a conditional job offer is extended. Please ensure your application provides a complete overview of your relevant education, experience and/or certification to demonstrate your qualifications. Ideally, your application should cover at least the past 10 years of employment history, or longer if you have other relevant experience you wish to be considered for salary placement. Submission of an incomplete application may disqualify you from the recruitment process. Amendments to applications will only be considered for education, experience and/or certification obtained after the application submission date. I acknowledge I have read and understand the statement above. I do not acknowledge and understand the statement above. 02 Please select the highest level of education you have completed: High School Diploma or GED Some college or Certificate(s) Associate's Degree Bachelor's Degree Master's Degree None of the Above 03 Please select the field in which you were awarded your degree: Business Administration Public Administration A closely related field Some other field I do not have a degree 04 How many years of full-time, professional-level experience do you have in coordinating projects across multiple departments and teams, with a focus on prioritizing and managing deadlines and document management? None Less than 2 years 2 to 3 years 3 to 4 years 4 to 5 years 5 or more years 05 Please select any of the certifications you possess. Project Management Professional (PMP) Program Management Professional (PgMP) Portfolio Movement Professional (PfMP) Certified Associate in Project Management (CAPM) Certified Project Management (IAPM) None of the above 06 Please describe your experience preparing, monitoring, and managing budgets (departmental or project-based). 07 Please describe your experience in project coordination including the scope and size of projects. Required Question