Fire MIS IT Executive Assistant at City of Philadelphia

Philadelphia, Pennsylvania, United States -

Full Time

Start Date

Immediate

Expiry Date

01 Jan, 26

Salary

50783.0

Posted On

03 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Calendar Management, Meeting Coordination, Document Drafting, Data Management, Procurement, Communication, Change Management, Microsoft Office 365, Adobe Acrobat, Attention to Detail, Time Management, Problem Solving, Interpersonal Skills, Confidentiality, Adaptability

Industry

Government Administration

Description

Company Description A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact. As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here. What We Offer: • Impact - The work you do here matters to millions. • Growth - Philadelphia is growing, why not grow with it? • Diversity & Inclusion - Find a career in a place where everyone belongs. • Benefits - We care about your well-being. This position is within the Office of Innovation & Technology (OIT), the central IT agency for the City of Philadelphia and assigned to the Department of Planning and Development’s (DPD) IT unit. DPD regularly engages with the public, city officials and a wide array of stakeholders to obtain input on the formulation of neighborhood, district and housing plans and to communicate the work of the department with the public. The Department of Planning and Development is made up of multiple divisions including Philadelphia City Planning Commission (PCPC), Philadelphia Historical Commission (PHC), Art Commission, Zoning Board of Adjustment (ZBA), Development Services, Division of Housing and Community Development (DHCD), and partners with the Philadelphia Housing Development Corporation (PHDC). Job Description Office Administration 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 Operational Functions 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. Procurement 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. Employee and Interpersonal Conduct 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. Change Management 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. Additional Information Salary: $45k-$50,783k Important: To be considered, candidates must provide a cover letter and resume. All applications should include the following: • A one-page cover letter clarifying your interest and qualifications for the role. It really helps us understand why you’re interested in this position. We read every single one! • Your resume or curriculum vitae. • Optionally, an online professional portfolio or public GitHub account. We won’t accept or review incomplete applications. Work Setting: in-person (onsite) Discover the Perks of Being a City of Philadelphia Employee: • We offer Comprehensive health coverage for employees and their eligible dependents • Our wellness program offers eligibility into the discounted medical plan • Employees receive paid vacation, sick leave, and holidays • Generous retirement savings options are available • Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness. • Enjoy a Free Commute on SEPTA - Starting September 1, 2023, eligible City employees will no longer have to worry about paying for SEPTA public transportation. Whether you're a full-time, part-time, or provisional employee, you can seize the opportunity to sign up for the SEPTA Key Advantage Program and receive free Key cards for free rides on SEPTA buses, trains, trolleys, and regional rails. • Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too! Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth! *The successful candidate must be a city of Philadelphia resident within six months of hire Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated. The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to [email protected].

Responsibilities

Provide administrative support to ensure efficient day-to-day office operations and manage incoming communications. Assist with procurement processes and maintain operational tracking systems.