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 of a bachelor's degree program at an accredited college or university is preferred
• An equivalent combination of education and experience deemed acceptable by Human Resources, the Chief Financial Officer and/or the agency department head will also be considered.
  
  

Experience/Skill

• 2 plus years administrative/budget/fiscal/accounting experience.
• Familiarity with the Microsoft Office Suite including Outlook, Word, and Excel is required. Familiarity with the City’s ADPICS and FAMIS mainframe systems are helpful, but not required.
• Attention to detail is critical to prepare and interpret a variety of procurement requests and invoice statements.
• Must have proven strong organizational skills.
• Efficient time management skills are essential.
• Effective facilitator. Candidate must be able to handle a significant amount of transactions on a routine basis both accurately and expeditiously.
• Demonstrate analytical and problem-solving abilities.
  
  

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

Additional Information

Salary Range: $65,000 - $75,000

Starting salary to be determined based on experience and qualifications.

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

Work Setting: in-person (onsite)

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 215-686-4670 or send an email to faqpchr@phila.gov.