IT Administrative Assistant

ISO New England Inc.•Holyoke, MA

1d•$64,000 - $83,000•Hybrid

About The Position

ISO New England is the independent system operator responsible for ensuring the safe and reliable flow of electricity in our region and planning for the future of the electric grid. We are at the forefront of New England’s ongoing transition to clean energy. The Administrative Assistant supports the IT Administrative Services function by coordinating IT purchase requisitions, IT cost center budget management and forecasting, and by managing receiving activities in partnership with IT stakeholders. This role is a key operational partner to IT leaders across a diverse IT organization, ensuring accurate financial tracking, and timely procurement/renewals. The role requires a highly collaborative, detail-oriented professional who can balance multiple priorities while maintaining excellent service and stakeholder communication. What we offer you: Hybrid work environment (2-3 days/week onsite) Competitive compensation with a base salary + performance bonus Robust benefits package, including: Enhanced 401(k) and financial planning support Tuition reimbursement and professional development Wellness programs, including an onsite gym Free coffee at our onsite café (Holyoke) Flexible work hours Employee Business Networks A stable, mission-driven workplace where your impact truly matters

Requirements

Associate’s degree in business administration or equivalent, preferred
3-5 years of experience in administrative, operations, procurement, finance support, or IT coordination role with demonstrated ownership of multiple workflows.
MS Office training; certifications preferred
Familiarity with ERP systems and related processes, preferably Infor
Working knowledge of budget tracking, invoice/PO processes, and financial reconciliation (comfort with numbers and variance explanations)
Experience with inventory/asset tracking and operational logistics (receiving, documentation, chain-of-custody)
Proficiency with Microsoft Excel (lookups, pivots, conditional formatting; comfort building structured trackers)
Strong organizational skills with proven ability to manage competing priorities and meet deadlines
Ability to multitask
Ability to work independently within time constraints
Physical ability to lift and move boxes and IT equipment up to 25lbs in weight

Nice To Haves

IT software and asset hardware knowledge is a plus
Skilled in the use of MS Outlook, Power Point, and knowledge of CMDB, IT Service Management and ITIL is also considered a plus

Responsibilities

IT Cost Center Budget Management
Budget Tracker: Maintain and reconcile budget trackers for assigned cost center/s, including tracking budgeted vs actuals, validate coding and term dates, PO details, invoice processing, renewal dates and other relevant data. Gather monthly hours from consultants to update budget tracker in preparation of accruals and invoice processing.
Capital Budget Tracker: Maintain and reconcile the non-project capital tracker, including Requisitions / Purchase Orders, invoice processing, available capital balances, and other relevant data.
Quotes: Receive and review quotes for new purchases. Monitor budget trackers for renewal dates and request quotes in advance, per established protocols. Review quotes for accuracy, review budget for available funds and complete off-cycle BCRs, as needed. Complete requisitions and/or PO revisions within established timeframes. Identify areas of savings or shortfalls and allocate funds as needed.
Requisitions and Purchase Orders: Submit requisitions for new purchases, renewals and revisions in a timely manner, ensuring accurate details and attachments. Monitor status of Reqs/POs to ensure release by due date, following up as needed. Update trackers and digital files with released POs.
Accruals: Complete accurate and timely monthly accrual reports by reviewing budget tracker and budget in EPM, monitoring paid and outstanding invoices for purchases and renewals. Work with vendors for invoices pending receipt and/or to resolve invoice questions. Update budget tracker to document paid invoices. Respond to Finance promptly on accrual report questions.
Budget Forecasts: Complete accurate and timely budget forecasts and BCRs, per established budget cycle. Prepare budget report documentation, variance explanations, and generate reports, noting updates, changes, funding needed and/or reallocated. Meet with cost center managers to review. Update budget in EPM, including accurate explanations for variances, changes and updates. Submit summary reports with detailed notes to supervisor and VP per established timelines, and submit approved budgets by Finance due date.
Invoices: Process invoices in a timely manner. Review coding for accuracy, answer questions and update budget trackers. Work with vendors for invoices pending receipt and/or to resolve invoice questions.
Record Management: Maintain shared digital records of purchases, renewals and related documentation on budget trackers, asana and SharePoint, per established protocols. Ensure budget trackers are shared documents so team can work together on cost centers.
Partner with IT Management for assigned cost centers to maintain a centralized record of maintenance/support contracts and warranties, including terms, renewal dates, true-ups, entitlements, vendor contacts. Maintain documentation on quotes, purchase orders, status of renewals, and relevant details for cost center purchases and renewals. Maintain documentation on quotes, purchase orders, status of renewals, and relevant details for cost center purchases and renewals.
Receiving, Procurement & Invoice Coordination
Receive packing slip verification from IT stakeholders and reconcile against PO receiver documentation and update receiver documentation in FSM.
Coordinate invoice validation and resolution: match invoices to POs/receipts, clarify coding, resolve holds/discrepancies with vendors/AP.
Monitor outstanding hardware pending receipt and work with cost center managers and/or assigned staff to ensure timely receipt. Complete receivers and ensure timely processing of invoices.
Team & Administrative Services
Provide administrative support for IT Administrative Services initiatives which may include process documentation, knowledge base updates, meeting notes, and action tracking.
Collaborate across teams to standardize workflows and improve operational efficiency (templates, automation, reporting).
Maintain high customer service standards, clear communication, and confidentiality around financial and procurement information.
Provide backup and/or support to other IT Admins as needed, including invoicing, Reqs/POs, budget management, etc.
Perform additional duties, as assigned.