Procurement Analyst

City of Philadelphia; Philadelphia (Philadelphia County); On-site; USD 55,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Paid vacation

Generous retirement plan

Public Service Loan Forgiveness (PSLF)

Job summary

The City of Philadelphia, Office of Innovation & Technology, seeks an IT Administrative Analyst to document procedures for procurement, inventory, and disposal of hardware and peripherals. Responsibilities include processing IT purchase requests, creating POs, tagging assets, and maintaining records.

The role requires strong MS Office skills, confidentiality, and the ability to manage multiple tasks in a dynamic environment, with formal education as stated.

Qualifications

• Proficient in Microsoft Office Suite and data handling.
• Excellent written and verbal communication skills.
• Strong organizational skills with attention to detail.
• Ability to work independently or in a team.
• Able to maintain confidentiality and manage multiple tasks.

Responsibilities

• Process incoming hardware and software purchase requests.
• Create purchase orders and approve vendor invoices.
• Intake of new equipment, documenting details and affixing City asset tags.
• Complete inventory transfer forms to assign assets to custodians.
• Complete the annual Class 400 Inventory Report.

Skills

Microsoft Office Suite

Confidential work environment

Independent or team work

Critical thinking

Multitasking

Vendor coordination

Detail-oriented

Judgment

Lift 50 pounds

Education

High School Diploma + 2 years post-secondary

Job description

With a workforce of over 25,000 people, and opportunities in more than 1,000 different job categories, the City of Philadelphia is the fifth largest city in the United States and one of the largest employers in Southeastern Pennsylvania. As an employer, the City of Philadelphia operates through the guiding principles of service, integrity, respect, accountability, collaboration, diversity and inclusion. Through these principles, we strive to effectively deliver services, to resolve the challenges facing our city, and to make Philadelphia a place where all of our residents have the opportunity to reach their potential.

The Office of Innovation & Technology (OIT) is the central IT agency for the City of Philadelphia, headed by the Chief Information Officer (CIO). The Office of Innovation and Technology (OIT) oversees most major technology projects for the City of Philadelphia. Our goal is to use technology as a tool that empowers City employees and ensures residents receive timely, accessible government services.

Under the general supervision of the Director and/or Manager, the IT Administrative Analyst is responsible for documenting procedures related to procurement, inventory management, and disposal of computer hardware and peripherals. The role also includes processing requests for IT‑related items through various purchasing channels, overseeing the disposal of computer hardware, and performing additional administrative functions as needed.

Job Description

Essential Functions

• Process incoming hardware and software purchase requests
• Create purchase orders and approve vendor invoices
• Intake of new equipment, including documentation and affixing City asset tags
• Complete inventory transfer forms to ensure assets are assigned to designated custodians
• Annual completion of Class 400 Inventory Report distributed to the unit
• General administrative tasks, such as maintaining accurate records of the departmental budget
• Establish and maintain working relationships with associates, administrative officials, and departmental officials within City government
• Maintain positive relationships with vendors
• Document current processes and ensure documents are up to date

Competencies, Knowledge, Skills And Abilities

• Ability to evaluate the effectiveness of administrative functions and implement changes to provide for more effective and efficient operations
• Basic understanding of administrative procedures and philosophies for local government
• Proficient with Microsoft Office Suite, including Word, Excel, and Access
• Must be able to work in a confidential work environment
• Capable of working independently or in a team
• Ability to think critically and identify solutions to complex administrative and operational challenges
• Manage multiple tasks and deadline goals with/without supervision in a dynamic environment
• Collaborate with different teams and develop working relationships
• Highly detail-oriented and organized
• Ability to exercise sound and independent judgment
• Ability to lift at least 50 pounds

Qualifications

Education

• High School Diploma and two years of post-high school education required. A college degree is a plus but not required.

Experience/Skill

• Previous experience as an Administrative Assistant, four years preferred
• High level of attention to detail
• Proficient in Microsoft Office Suite
• Exemplary organization skills
• Emphasis on customer service
• Excellent written and verbal communication skills

Any equivalent combination of education and experience deemed acceptable by Human Resources and the Deputy Chief Information Officer/Chief of Staff will be considered.

Additional Information

• Salary Range: $55k-$64,206k
• Salary cannot exceed $64,206
• Work Setting: in-person (onsite)

Did you know?

• We are a Public Service Loan Forgiveness Program qualified employer : 25% tuition discount program for City employees (and sometimes spouses and dependents as well) in partnership with area colleges and universities
• 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
• 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. For more information, go to: Human Relations Website:
http://www.phila.gov/humanrelations/Pages/default.aspx