Administrative Analyst-Unified Communications

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. Job Description Essential Functions 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 Qualifications 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. EXPERIENCE 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. Competencies, Knowledge, Skills and Abilities Ability to 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   Knowledge of Intermediate skills with Microsoft Office Word and Excel Applications Working knowledge of Microsoft Powerpoint, Visio, Access is a plus Working knowledge of Microsoft Outlook or other automated email/scheduling system English grammar, spelling, punctuation, business formats, and proper diction Basic office operations