Senior IT Administrative Analyst at City of Philadelphia

Philadelphia, Pennsylvania, United States -

Full Time

Start Date

Immediate

Expiry Date

21 Jan, 26

Salary

65000.0

Posted On

23 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Calendar Management, Communication Skills, Data Analysis, Procurement, Microsoft 365, AI Fluency, Automation, Records Management, Stakeholder Coordination, Vendor Coordination, Problem Solving, Writing, Customer Service, Tech Curiosity, Continuous Improvement

Industry

Government Administration

Description

Company Description The Office of Innovation & Technology (OIT) is the central IT agency for the City of Philadelphia headed by the Chief Information Officer (CIO). OIT oversees all major information and communications technology initiatives for the City of Philadelphia - increasing the effectiveness of the information technology infrastructure, where the services provided are advanced, optimized, and responsive to the needs of the City of Philadelphia’s businesses, residents, and visitors. OIT responsibilities include: identifying the most effective approach for implementing new information technology directions throughout city government; improving the value of the city’s technology assets and the return on the city’s technology investments; ensuring data security continuity; planning for continuing operations in the event of disruption of information technology or communications services; and supporting accountable, efficient and effective government across every city department, board, commission and agency. Job Description This position has direct or indirect responsibility for a broad spectrum of administrative functions, including office administration, office management and procurement/invoicing,. Under general supervision of the CSSO, the Senior IT Administrative Analyst will serve as the right hand to senior executive(s); owning calendars, communications, meetings, and follow-through while using modern tools (M365, Teams/SharePoint, Copilot/ChatGPT, Power Automate) to streamline workflows. You’ll draft crisp communications, prep briefings and decks, track actions, and anticipate needs so leaders can focus on outcomes. Assignments will include compiling and analyzing data and coordinating multiple concurrent activities; providing confidential technical and administrative support to the CSSO; and establishing significant knowledge of organizational policies, procedures and practices. Essential Functions This position will be responsible for the following: Executive Operations: Manage complex calendars, priorities, and constraints; proactively resolve conflicts. Orchestrate meetings: agendas, materials, attendee prep, minutes, and action tracking. Coordinate travel and events; handle logistics, itineraries, and expense reconciliation Briefing & Communications Draft emails, memos, talking points, one-pagers, and board/council materials; ensure tone and accuracy. Build and polish slide decks; maintain templates and speaker notes. Prepare situational briefs by synthesizing inputs from multiple teams; highlight risks/decisions AI & Automation (Power-User Level) Use Copilot/ChatGPT to summarize meetings, draft comms, create KB articles, and extract action items. Build or maintain simple Power Automate flows (approvals, reminders, routing, notifications). Maintain shared To-Do/Planner/Lists for executive priorities and OKR/progress tracking. Information & Records Management Maintain organized SharePoint/Teams workspaces, permissions (basic), and version control. Track policies, deadlines, and deliverables; ensure records retention and accessibility standards. Stakeholder & Vendor Coordination Serve as liaison with department leads, partner agencies, and vendors; prepare/track follow-ups. Support light procurement tasks (quotes, SOW intake, PO tracking) and budget logs. IT/Tool Stewardship (Light) Triage routine access/permissions requests; open/track IT tickets; capture learnings in simple SOPs. Competencies, Knowledge, Skills and Abilities Work independently on difficult or complex administration and clerical tasks Accomplish work requirements in a timely manner 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 Maintain project costs and expenditures via spreadsheets for all projects and cost centers Proficiency in Microsoft Office Suite Strong problem‐solving skills ‐ communicates in a clear and succinct manner and effectively evaluates information/data to recommend courses of action 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 Writing & synthesis, Customer service mindset Tech curiosity, Continuous improvement Qualifications Education High School Diploma and two years of recent post-high school education required. College degree a plus but not required. Minimum Qualifications 3–5+ years supporting executives (EA/Chief-of-Staff assistant, project coordinator, or similar). Excellent writing and editing; detail-obsessed organizer who anticipates needs. Proficiency with Microsoft 365 (Outlook, Teams, SharePoint, OneDrive, PowerPoint, Excel). AI fluency: comfortable using Copilot/ChatGPT for drafting, summarizing, and task extraction; sound judgment reviewing outputs. Automation basics: can configure or edit simple Power Automate flows; comfort with Forms/Lists. Strong discretion and judgment handling confidential information. Nice to Have Experience in public sector or a large, matrixed organization. Basic familiarity with ITSM tools (ServiceNow/TeamDynamix/JSM) for request tracking Light data/reporting skills (Excel pivots, simple Power BI visuals). Additional Information Salary Range: $55,000 - $65,000 Did you know? ● We are a Public Service Loan Forgiveness Program qualified employer : 25% tuition discount program for City employees (and sometimes spouses and dependents as well) in partnership with area colleges and universities ● 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 *The successful candidate must be a city of Philadelphia resident within six months of hire Please note that effective September 1, 2021, the City of Philadelphia is requiring all new employees to present proof of vaccination against COVID-19. 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 faqpchr @phila.gov. For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx

Responsibilities

The Senior IT Administrative Analyst will manage complex calendars, orchestrate meetings, and provide confidential technical and administrative support to senior executives. This role also involves drafting communications, analyzing data, and coordinating multiple activities to streamline workflows.