IT Administrative Analyst-CTO Organization

Company Description

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 CTO, the IT Administrative Analyst will be responsible for a variety of day-to-day administrative responsibilities supporting the CTO organization.  Assignments will include compiling and analyzing data and coordinating multiple concurrent activities; providing confidential technical and administrative support to the CTO; and establishing significant knowledge of organizational policies, procedures and practices.

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.
• 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
• 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 ​​​​​

• 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
• Other duties as assigned
• Create and maintain Microsoft Word and Excel documents
• Coordinate travel arrangements
• Coordinate large meetings with department staff
• Manage inventory of office and cleaning supplies
• Monitor the maintenance of office equipment

Competencies, Knowledge, Skills and Abilities

• Work independently on difficult or complex administration and clerical tasks
• Accomplish work requirements in a timely manner
• Establish and maintain effective working relationships with various internal and external clients
• Operate standard office equipment, personal computers, printers, and scanners
• Maintain project costs and expenditures via spreadsheets for all projects and cost centers
• Fluency in Microsoft Office Suite
• 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 abou