Administrative Analyst-Unified Communications

City of Philadelphia • Philadelphia, PA

2d • Onsite

About The Position

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.
This position has direct or indirect responsibility for a broad spectrum of administrative functions, including, but not limited to, organization, filing, tracking of various documents such as purchase orders, invoices, budget sheets and personnel documents, answering/routing telephone calls, payroll distribution, maintenance of the department’s telephone directory, conference room reservation management, ordering of office supplies and inventory maintenance, emails and IT communications, asset management, software library tracking, reporting and report rollup, report distribution, contract tracking, and the creation and maintenance of Microsoft Word and Excel documents.

Requirements

• Completion of a bachelor's degree program at an accredited college or university with major course work in public administration, business administration, finance, economics, accounting, or related field. Master’s degree a plus, but not required.
• Entry level position; 1 – 3 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 amount 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, the IT Director/Chief Innovation Officer will also be considered.
• Work independently on difficult or complex administration and clerical tasks
• Accomplish work requirements in a timely manner
• Recognize and correct grammar and diction errors
• 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
• Intermediate skills with Microsoft Office Word and Excel Applications
• Working knowledge of Microsoft Outlook or other automated email/scheduling system
• English grammar, spelling, punctuation, business formats, and proper diction
• Basic office operations

Nice To Haves

• Master’s degree a plus, but not required.
• Working knowledge of Microsoft Powerpoint, Visio, Access is a plus

Responsibilities

• Reviews 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.
• Ensures requests adhere to a standardized procurement request format.
• Ensures all associated backup documentation is complete and accurate. Follows up with internal and external departmental contacts if additional information or clarification is required for processing requests.
• Receives vendor invoices, ensures all backup documentation has been submitted and information is accurate.
• Logs pertinent data into OIT invoice database.
• Confirms 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.
• 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
• Make arithmetic calculations
• Answer telephone and personal inquiries; secure and give out routine information
• Operate general office equipment
• Assist management and staff with various projects
• Create and maintain Microsoft Word and Excel documents
• Creates regular correspondence letters and emails for Director
• Other duties as assigned

Benefits

• 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!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level