IT Administrative Assistant & Project Management Support Specialist
| Company | City of Philadelphia |
|---|---|
| Location | Philadelphia, PA, USA |
| Salary | $Not Provided – $Not Provided |
| Type | Full-Time |
| Degrees | |
| Experience Level | Mid Level, Senior |
Requirements
- Fluency in Microsoft Office Suite (i.e. MS Word, Excel, PowerPoint, Outlook, SharePoint)
- Strong problem‐solving skills
- 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 customers to help shape their future
- Working knowledge of Microsoft Visio is a plus
- Working knowledge of Microsoft Outlook or other automated email/scheduling system
- Basic office operations
Responsibilities
- 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
- Efficiently manage and prioritize the schedules of the CPMO and CEO
- Schedule meetings, appointments, and travel, ensuring proper time management and prioritization
- Resolve scheduling conflicts and proactively identify solutions
- Serve as the primary point of contact for internal and external stakeholders, including City departments, government officials, and community organizations
- Screen phone calls, emails, and correspondence for both executives
- Draft, proofread, and edit documents, reports, and presentations for the CPMO and CEO
- Facilitate the flow of communication and follow up on key action items
- Organize and prepare materials for meetings, conferences, and public events involving the CPMO and CEO
- Take minutes at meetings, track action items, and ensure timely follow-up
- Assist in the planning, logistics, and execution of city-wide events, conferences, and stakeholder engagement activities
- Assist the CPMO in tracking and supporting the execution of city projects and initiatives
- Help prepare and maintain project reports, status updates, and documentation
- Ensure project timelines and milestones are tracked effectively
- Assist with project-related inquiries
- Handle day-to-day administrative tasks, such as filing, organizing digital and paper records, and maintaining office supplies
- Coordinate travel arrangements, including flights, accommodations, and itineraries for the CPMO and CEO
- Provide support with special projects assigned by the CPMO and CEO
- Record and distribute meeting notes
- Answer telephone and personal inquiries
- Create and maintain documents
- Organize, maintain, and update confidential files and databases
- Assist in preparing reports and presentations for senior leadership and the public
- Ensure the accuracy and integrity of all project-related documentation
- Maintain strict confidentiality regarding sensitive issues and discussions
- Exhibit professionalism in all interactions, both within the City organization and with external parties
- Anticipate needs and proactively address administrative challenges
- Offer recommendations for process improvements, contributing to a more efficient office environment
- Communicate with staff regarding office needs and make recommendations for improvements
- Assist with setting up and breakdown of office events and meetings
- Coordinate with the office manager as it pertains to building management for any facility-related issues
Preferred Qualifications
- Working knowledge of Microsoft Visio is a plus
- Candidate must be comfortable with basic Information Technology issues and be willing to learn about new technological trends
- An equivalent combination of education and experience deemed acceptable by OIT’s Human Resources, the CPMO and CEO, will also be considered