Senior It Administrative Analyst

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 information
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
Create and maintain Microsoft Word and Excel documents
Coordinate travel arrangements
Coordinate large meetings with department staff
Other duties as assigned
Office Management
Ensure office supplies are readily available for staff
Manage inventory of office and cleaning supplies
Monitor the maintenance of office equipment
Troubleshoot and resolve office equipment issues
Coordinate with maintenance or repair service as needed
Conduct regular inspections of the office space to identify areas that need improvement
Communicate with staff regarding office needs and makes recommendations for improvements
Assist with the setup and breakdown of office events and meetings
Coordinate with building management for any facility-related issues
Competencies, Knowledge, Skills and Abilities
Work independently on difficult or complex administration and clerical tasks
Accomplish work requirements in a timely manner
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
Maintain project costs and expenditures via spreadsheets for all projects and cost centers
Fluency in Microsoft Office Suite
Strong problem‐solving skills ‐ communicates in a clear and succinct manner and effectively evaluates information/data to recommend courses of action
Excellent communications skills:
able to communicate effectively with IT and functional managers at all levels;
able to influence and engage across multiple teams;
excellent verbal and written communication, cross‐team training, and documentation skills
Ability to manage time effectively, set priorities appropriately, operate with minimal supervision, work and act independently/as part of a team and maintain professional demeanor under stress
Demonstrated customer focus – evaluates decisions through the eyes of the customer;
builds strong customer relationships;
creates processes from customer viewpoint;
partners with customersto help shape their future
Working knowledge of Microsoft Visio, Access is a plus
Working knowledge of Microsoft Outlook or other automated email/scheduling system
Basic office operations