Business & Financial Analyst (Asset Management Specialist)

at  City of Toronto

Job ID: 53453
Job Category: Finance, Accounting & Purchasing
Division & Section: Technology Services, Office of the Chief Technology Officer
Work Location: Metro Hall, 55 John St, Toronto, ON M5V 3C6
Job Type & Duration: Permanent, Full-time
Salary: $86,716.00 - $112,255.00 (2024 rate)
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 31-Jan-2025 to 14-Feb-2025
Reporting to the Supervisor in the Finance & Contract Management Unit, this role will provide support to the Technology Asset Management team to ensure enterprise technology assets are tracked and related procurement and financial data are recorded and reported by developing procedures for technology asset compliance. In accordance with asset management policies, this role will improve the accuracy of asset data and standardize asset guidelines to internal and external clients.

MAJOR RESPONSIBILITIES:

• Implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Conducts, coordinates and supports research into assigned area ensuring that such research takes into account developments within the field, corporate policies and practices, legislation and initiatives by other levels of government.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• On enterprise level understand the license terms and conditions of technology enterprise agreements as well as divisional technology agreements and take necessary action to ensure the City is compliant.
• In partnership with PMMD provide guidance on purchase documents for enterprise technology assets to ensure proper recording of asset data for the Technology Asset Management team to appropriately report on technology assets.
• Review new software, subscriptions, and hardware requests to ensure contract terms and conditions have the appropriate language and meets license and hardware requirements on an enterprise level.
• Address any contract disputes with technology licenses with vendor and contract owner, engage legal services and PMMD as required, and support resolution.
• Providing guidance, review and recommendation of Technology Asset Management Policy to ensure the policy aligns with the City’s purchasing by-law, procurement policy and contract guidelines. Additionally, collaborate with stakeholders to improve the procurement lifecycle for technology assets, from strategic sourcing to contract renewal.
• Support corporate asset management plan reporting and other related activities. Ensure Software Asset Management is defined within and supported by the City’s technology purchasing policies and procedures integrating with purchasing by-law, procurement policy and PMMD procedure.
• Provide strategic oversight on all aspects of the software purchasing process, including sourcing strategies, and compliance monitoring, in partnership with PMMD and other key stakeholders.
• Facilitate cross-functional collaboration among Technology Managers, Divisional Technology Managers, Software Owners, and PMMD to develop strategic procurement plans for software, hardware, and cloud solutions. Ensure technology procurement aligns with corporate goals and procurement best practices.
• Ensure software procurements are in line with existing City’s software license agreements.
• Support City software procurement procedures and processes to in accordance purchasing by-law, procurement policy and PMMD procedure.
• Conducts, coordinates and supports research into assigned area ensuring that such research takes into account developments within the field, corporate policies and practices.
• Provides input into and administers hardware, software licenses, and cloud subscriptions ensuring that expenditures are controlled and maintained within approved limitations.
• Researches, collects and analyses data for reporting the effectiveness and efficiency of operations.
• Reviews performance measures for validity, relevance and proposes appropriate revisions. Compiles KPI statistics and ensures that underlying information is complete and correct.
• Reviews and standardizes service levels and recommends improvements.
• Collaborate with PMMD leadership to develop long-term procurement strategies for technology assets, identifying opportunities for cost savings, process optimization, and risk reduction.
• Prepares and reviews reports for management related to confidential technology agreements, various projects, financial and operational plans and business processes.
• Deals with confidential and sensitive information affecting divisional operations, assets and resources, and attends meetings where strategic enterprise decisions are discussed.
• Makes recommendations to senior divisional management with regard to service optimization and business process simplifications that could result in alternate service delivery/contracting out, amendments to agreements and asset allocation.
• Collect and validate License Deployment plans with City Divisions for enterprise software and major hardware purchases and cross check with assets tracked in Service Now and address any discrepancies.
• Performs data reconciliations between asset deployment schedules and asset reports. Monitors technology assets and follows up on issues.
• Prepares reports on various functions and parameters using information extracted from corporate and divisional financial and operating systems and databases (SAP, ServiceNow, etc.) for senior management review.
• Schedules and co-ordinates technology audit activities, including audit response preparation and submission, and subsequent audit responses.
• Investigates and analyzes problems, and takes corrective action as required.
• Reviews software, cloud subscriptions and hardware contract and procurement terms related requests (e.g. corporate calls, Blanket Contract Reports, etc.), follows up with appropriate staff and submits consolidated responses.
• Identifies, consults and makes recommendations concerning financial and operating controls, follows up on auditors’ recommendations.
• Ensures accuracy and conformity with regulations, policies and procedures, identifies compliance issues, proposes and implements rectifying measures. Prepares and updates policies and procedures.
• Represents the Division on working groups, and committees.
• Leads projects, prepares reports, flowcharts, briefing notes and presentations.
• Provides advice, guidance, training and analytical services to the Unit and divisional staff for all Divisions.

MAJOR RESPONSIBILITIES:

Your profile for the role of Business Management Consultant, Office of the Chief Technology Officer will include the following key qualifications:

• Post-secondary education in Finance or a related discipline, or an equivalent combination of education and/or experience
• Experience with reconciliation reports, resolution of discrepancies between technology assets, purchase order and agreement terms, and clearly communicating them to Vendors and stakeholders.
• Experience with interpreting licensing terms and conditions.
• Experience with SAP, including running spend and purchase order reports for audits, and license agreement analyses, or other.
• Working knowledge of Technology Asset Management principles and practices.
• Ability to work in a highly demanding and rapidly changing work environment with many competing priorities and deadlines.
• Ability to work independently with minimal supervision and maintain confidentiality when dealing with sensitive matters.
• Ability to promote and foster teamwork as well as influence and mobilize internal and external staff and stakeholders to achieve desired results.
• Ability to work overtime as required.