Senior IT Administrative Analyst

Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What We Offer:

• Impact - The work you do here matters to millions.

• Growth - Philadelphia is growing, why not grow with it?

• Diversity & Inclusion - Find a career in a place where everyone belongs.

• Benefits - We care about your well-being.

The Office of Innovation & Technology (OIT) is the central IT agency for the City of Philadelphia headed by the Chief Information Officer (CIO). OIT oversees all major information and communications technology initiatives for the City of Philadelphia - increasing the effectiveness of the information technology infrastructure, where the services provided are advanced, optimized, and responsive to the needs of the City of Philadelphia’s businesses, residents, and visitors. OIT responsibilities include: identifying the most effective approach for implementing new information technology directions throughout city government; improving the value of the city’s technology assets and the return on the city’s technology investments; ensuring data security continuity; planning for continuing operations in the event of disruption of information technology or communications services; and supporting accountable, efficient and effective government across every city department, board, commission and agency.

Job Description

This position has direct or indirect responsibility for a broad spectrum of administrative functions, including procurement and invoicing, office administration, and office management. Under general supervision of the CSSO, the IT Administrative Analyst will be responsible for a variety of day-to-day administrative responsibilities supporting the CSSO organization. Assignments will include compiling and analyzing data and coordinating multiple concurrent activities; providing confidential technical and administrative support to the CSSO; and establishing significant knowledge of organizational policies, procedures and practices.

This position will be responsible for:

Budgetary and Procurement Support for the CSSO Org Budget in coordination with CSSO direct reports and OIT partners.

Asset Management Support for proper entry and documentation of new assets.

Inventory Support to track and maintain incoming and outgoing IT inventory including software and hardware

Provides support for CSSO organization initiatives as needed to ensure all teams within the organization are able to function effectively.

Essential Functions

Procurement and Invoicing:

Review procurement requests submitted electronically through a centralized collection system. Requests are generally related to software, hardware, professional and other services, maintenance of hardware and software, communications, training, and other IT related items.

Ensure requests adhere to a standardized procurement request format.

Ensure all associated backup documentation is complete and accurate.

Follow up with internal and external departmental contacts if additional information or clarification is required for processing requests.

Receive vendor invoices, ensures all backup documentation has been submitted and information is accurate.

Handles IT Procurement goods and services requests through completion of purchase

Confirm funding by checking contracts, purchase orders, and other encumbrance documents in various mainframe and database systems

Follow up with internal and external managers to obtain approval of invoices

Work with vendors to obtain required documentation in order to facilitate and expedite procurement and payment process, as necessary

Review procurement requests against budgeted items to ensure consistency

Office Administration

Type articles, form letters, memoranda from copy or rough draft

Sort and file correspondence and other materials

Data entry and tracking of various tasks/projects

Answer telephone and personal inquiries; secure and give out routine information

Operate general office equipment

Assist management and staff with various projects

Process reimbursements for Deputy CIO and executive staff

Under direction of the Deputy CIO or his/her designee assist in drafting and finalizing procedures and policies

Record and distribute meeting notes

Provide logistical support for meetings

Assist with scheduling and monitoring of calendars and room reservations

Create and maintain Microsoft Word and Excel documents

Coordinate travel arrangements

Coordinate large meetings with department staff

Other duties as assigned

Office Management

Ensure office supplies are readily available for staff

Manage inventory of office and cleaning supplies

Monitor the maintenance of office equipment

Troubleshoot and resolve office equipment issues

Coordinate with maintenance or repair service as needed

Conduct regular inspections of the office space to identify areas that need improvement

Communicate with staff regarding office needs and makes recommendations for improvements

Assist with the setup and breakdown of office events and meetings

Coordinate with building management for any facility-related issues

Competencies, Knowledge, Skills and Abilities

Work independently on difficult or complex administration and clerical tasks

Accomplish work requirements in a timely manner

Exercise good judgment, courtesy, and professionalism in receiving office callers and in making proper disposition of problems

Establish and maintain effective working relationships with various internal and external clients

Operate standard office equipment, personal computers, printers, and scanners

Maintain confidential information and data

Set and maintain priorities with a large workload

Maintain project costs and expenditures via spreadsheets for all projects and cost centers

Fluency in Microsoft Office Suite

Strong problem solving skills communicates in a clear and succinct manner and effectively evaluates information/data to recommend courses of action

Excellent communications skills: able to communicate effectively with IT and functional managers at all levels; able to influence and engage across multiple teams; excellent verbal and written communication, cross team training, and documentation skills

Ability to manage time effectively, set priorities appropriately, operate with minimal supervision, work and act independently/as part of a team and maintain professional demeanor under stress

Demonstrated customer focus – evaluates decisions through the eyes of the customer; builds strong customer relationships; creates processes from customer viewpoint; partners with customers to help shape their future

Working knowledge of Microsoft Visio, Access is a plus

Working knowledge of Microsoft Outlook or other automated email/scheduling system

Basic office operations

Qualifications

Education

High School Diploma and two years of recent post-high school education required. College degree a plus but not required.

Experience

3-7 years administrative/budget/fiscal/accounting experience.

Familiarity with the Microsoft Office Suite required.

Attention to detail is critical in order to prepare and interpret a variety of procurement requests and invoice statements.

Effective facilitator. Candidate must be able to handle a significant number of transactions on a routine basis both accurately and expeditiously.

Solid analytical and problem-solving abilities.

Must have strong, proven organizational skills.

Candidate must be comfortable with basic Information Technology issues and be willing to learn about new technology trends.

An equivalent combination of education and experience deemed acceptable by OIT’s Human Resources and the Chief Support Services Officer will also be considered.

Additional Information

Salary Range: $55,000 - $65,000

Starting salary to be determined based on experience and qualifications.

Important: To apply, candidates must provide a cover letter and a resume.

Discover the Perks of Being a City of Philadelphia Employee:

• We offer Comprehensive health coverage for employees and their eligible dependents

• Our wellness program offers eligibility into the discounted medical plan

• Employees receive paid vacation, sick leave, and holidays

• Generous retirement savings options are available

• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.

• Enjoy a Free Commute on SEPTA - Starting September 1, 2023, eligible City employees will no longer have to worry about paying for SEPTA public transportation. Whether you're a full-time, part-time, or provisional employee, you can seize the opportunity to sign up for the SEPTA Key Advantage Program and receive free Key cards for free rides on SEPTA buses, trains, trolleys, and regional rails.

• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at or send an email to [email protected].