Fire MIS IT Executive Assistant

City of Philadelphia, PA • Philadelphia, PA

83d • $45,000 - $50,783

About The Position

The City of Philadelphia is seeking an Office Administrator to provide administrative support to ensure efficient day-to-day office operations. The role involves managing incoming phone calls, greeting and assisting visitors, coordinating travel arrangements, processing reimbursements, assisting with calendar management, organizing meetings, maintaining office supply inventory, performing general administrative tasks, drafting and editing documents, and operating standard office equipment. The Office Administrator will also fulfill operational objectives by managing administrative projects, supporting team efforts, responding to information requests, and maintaining tracking systems for various ongoing tasks and projects. Additionally, the role includes collaborating with vendors and internal departments to process procurement requests, ensuring compliance with standardized formats, and managing change-related documentation.

Requirements

• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office 365 (Word, Excel, Access, PowerPoint, Outlook, Visio) and Adobe Acrobat.
• Ability to manage multiple tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Experience in administrative support or office management.
• Ability to work independently and as part of a team.

Nice To Haves

• Experience in procurement processes.
• Familiarity with change management documentation.
• Knowledge of public sector operations.

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.
• 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.
• 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.

Benefits

• Comprehensive health coverage for employees and their eligible dependents.
• Wellness program offering eligibility into the discounted medical plan.
• Paid vacation, sick leave, and holidays.
• Generous retirement savings options.
• Eligibility for the Public Service Loan Forgiveness program.
• Free Commute on SEPTA for eligible employees.
• Tuition discounts and scholarships for employees and their dependents.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees