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City of Philadelphia · 10 hours ago

Fire MIS IT Executive Assistant

Philadelphia, PA

Full-time

Onsite

New Grad, Entry Level

$45K/yr - $51K/yr

The City of Philadelphia is a best-in-class city that values inclusion, integrity, and innovation. They are seeking an IT Executive Assistant to provide administrative support, manage office operations, and assist with procurement processes.

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H1B Sponsor Likely

Responsibilities

Provide administrative support to ensure efficient day-to-day office operations

Manage incoming phone calls, greet and assist visitors, and coordinate travel arrangements

Process reimbursements for the IT Director and staff

Assist with calendar management, scheduling, and room reservations

Organize meetings, including scheduling, logistics, and distribution of agendas and meeting notes

Maintain office supply inventory; anticipate needs, place orders, and follow up on delivery and restocking

Perform general administrative tasks such as filing, typing, copying, scanning, binding, and organizing correspondence

Draft and edit documents including articles, form letters, and memoranda from copy or rough drafts

Work independently on complex administrative and clerical assignments

Prioritize and manage a high-volume workload effectively and efficiently

Meet deadlines consistently and handle multiple tasks with accuracy

Proofread documents and correct grammar, spelling, and diction errors

Assist the IT Director or designee in drafting and finalizing internal procedures and policies

Operate standard office equipment, including computers, printers, and scanners

Maintain strong working knowledge of Microsoft Office 365 (Word, Excel, Access, PowerPoint, Outlook, Visio), Adobe Acrobat, and systems used for procurement operations

Perform other related duties as assigned

Fulfill operational objectives by managing administrative projects and ensuring timely completion

Support team efforts by assisting with task coordination and internal communication

Respond to information requests clearly and promptly

Maintain tracking systems for various ongoing tasks and projects

Enter and manage data accurately to support operational reporting

Collaborate with vendors, OIT Procurement, and Fire Fiscal departments to process procurement requests

Review and validate requests for software, hardware, services, maintenance, communications, training, and other IT-related needs submitted via centralized systems

Ensure requests comply with standardized formats and all required documentation is complete and accurate

Communicate with internal and external departments to gather additional information or clarification as needed

Receive and review vendor invoices; verify backup documentation and ensure data accuracy

Enter relevant information into the OIT invoice tracking database

Verify funding by checking against contracts, purchase orders, and other encumbrance documentation

Obtain invoice approvals from internal and external stakeholders

Coordinate with vendors to collect required procurement and payment documentation

Ensure procurement requests align with budgeted items and policy compliance

Demonstrate professional and courteous communication via phone, email, and written correspondence

Exercise sound judgment and discretion in handling inquiries and resolving issues

Foster strong working relationships with internal departments and external partners

Maintain confidentiality of sensitive information

Adapt to dynamic, fast-paced, public safety environments

Adhere to all departmental and HR policies

Assist in documenting change management processes, including updates to Methods of Procedure (MOPs) and standard operating procedures

Review and edit MOPs to ensure clarity, accuracy, and alignment with operational standards

Coordinate the approval process with appropriate stakeholders, tracking status and following up as necessary

Manage and organize all change-related documentation to ensure consistent version control and accessibility

Maintain records of approvals and change history to support audits, compliance, and internal reference

Support communication efforts related to upcoming changes, including meeting scheduling and dissemination of materials

Qualification

Microsoft Office 365Procurement processesDocument draftingData managementInterpersonal communication

Required