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

Essential Functions

•    Submit and 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.
•    Initiation of purchase orders in ADPICS (City of Philadelphia Mainframe system for purchasing) 
•    Communicating with vendors as it pertains to invoice payments.
•    Asset Management
•    Ensure requests adhere to a standardized procurement request format.
•    Ensure all supporting documentation is complete and accurate. Follows up with internal and external departmental contacts if additional information or clarification is required for processing requests.
•    Obtain approval from various internal OIT Chief Officers and Deputies for technology approvals, and IT Financial Managers for budgetary approvals.
•    Maintain a database that logs all pertinent information related to each request.
•    Initiates  and processes purchase orders for all approved requests 
•    Receive vendor invoices, ensures all backup documentation has been submitted and information is accurate before submitting for processing. 
•    Ensures all necessary equipment is tagged with City property tags and logged in inventory system 
•    Renews all annual maintenance and software agreements 
•    Log pertinent data into MS Access databases, and seeks ways of improving database relationships and structure.
•    Work with vendors to obtain required documentation to facilitate and expedite procurement and payment processes, as necessary.
•    Develop analysis and reports as requested.

Competencies, Knowledge, Skills And Abilities

•    Analyze and comprehend organizational and procedural problems and make recommendations related to procurement requirements.
•    Express ideas effectively, both orally and in writing.
•    Establish and maintain effective working relationships with associates, administrative officials, departmental officials and vendors.
•    Analyze and resolve purchasing problems and make sound recommendations consistent with municipal procurement principles and departmental policies.
•    Exercise judgment and discretion in applying and interpreting procurement policies and procedures consistent with departmental and citywide policy and objectives.
•    Basic administration procedures and philosophies for local government.
•    Principles and practices of administrative analysis and managerial operations.
•    General budgetary and fiscal control policies.
•    Effective customer service techniques.
 

Qualifications

• Completion o