IT Administrative Assistant _ 5142

BronxWorks•New York, NY

1d•$48,000 - $52,000•Hybrid

About The Position

BronxWorks helps individuals and families improve their economic and social well-being. From toddlers to seniors, we feed, shelter, teach, and support our neighbors to build a stronger community. In all aspects of our work, we strive for the highest ethical and performance standards and guided by the belief that people are to be treated with dignity and respect regardless of their present situation or past experiences. We have 60+ locations throughout the borough providing a variety of programs that offer assistance in the areas of family, children and youth support, educational services, elder care, homelessness, mental health, and workforce development. We are an employer of choice for anyone interested in a meaningful career in the social services field. BronxWorks is Hiring (1) Administrative Assistant for the IT Department.

Requirements

High School Diploma or equivalent required
Minimum of one to two years of administrative, office support, purchasing, inventory, or related experience.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, Teams, and electronic file management systems.
Strong organizational and record-keeping skills, with the ability to maintain accurate spreadsheets, inventory records, purchase documentation, calendars, contracts, and electronic files.
Strong written and verbal communication skills and the ability to communicate professionally with staff, management, vendors, and external service providers.
Ability to review invoices, purchase orders, account information, and supporting documentation for accuracy and identify discrepancies requiring follow-up.
Ability to manage multiple priorities, deadlines, appointments, reminders, and projects while maintaining attention to detail.
Ability to work independently, follow through on assignments, maintain confidentiality, and provide administrative support to the IT Director and IT Department.
Comfortable working with technology equipment and learning agency systems, ticketing platforms, inventory systems, telecommunications accounts, and other technology-related applications.

Nice To Haves

Associate degree in Business Administration, Information Technology, Office Administration, or a related field preferred.

Responsibilities

Assist with the purchasing of technology equipment, software, services, and supplies, including preparing purchase orders, maintaining approvals and cost center information, tracking orders, and forwarding invoices, packing slips, and supporting documentation to the Fiscal Department.
Review and reconcile invoices, purchase orders, contracts, and vendor billing for accuracy, and assist the IT Director and Fiscal Department with audits, payment questions, discrepancies, and other financial documentation related to IT purchases and services.
Maintain accurate IT inventory records for equipment that is purchased, assigned, transferred, relocated, returned, replaced, retired, or discarded, including updating Excel tracking sheets and physically tagging equipment as needed.
Maintain and update records for agency technology services and accounts, including Zoom Phone, Adobe licensing, Verizon, Optimum, copier agreements, telephone numbers, software subscriptions, and other technology-related services.
Assist with vendor coordination, including tracking contracts and renewal dates, scheduling installations and service appointments, confirming equipment deliveries, and following up on outstanding vendor requests, documentation, and account issues.
Maintain the IT Director's calendar and assist with departmental scheduling, including meetings, appointments, vendor meetings, staff time off, remote-work schedules, site visits, and other departmental activities.
Support IT meetings and departmental follow-up by preparing materials, taking meeting minutes or notes when requested, tracking action items, sending reminders, and following up on outstanding approvals, purchases, projects, and assignments.
Maintain organized electronic and physical IT records, including contracts, purchasing documentation, vendor information, equipment lists, shared folders, spreadsheets, correspondence, and other departmental records to ensure information can be easily located when needed.
Provide general administrative support to the IT Director and IT team, including drafting correspondence, reports, spreadsheets, memoranda, collecting signatures and approvals, communicating with agency programs, and traveling to BronxWorks locations when necessary.
Assist with IT onboarding, offboarding, equipment assignments, account tracking, audits, and other administrative or operational responsibilities as assigned by the Director of Information Technology, while maintaining confidentiality and accuracy of sensitive agency and departmental information.