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 inform