Program Coordinator, Information Technology

City of Eugene•Eugene, OR

5d•Onsite

About The Position

The City of Eugene is seeking a proactive, detail-oriented professional to join our Information Services Division as an IT Program Coordinator. This position sits at the nexus of IT and Finance. Core responsibilities include coordinating daily financial and administrative tasks that keep the division running smoothly, developing and implementing processes and procedures to support the IT Finance Team, and preparing reports to support the division’s financial success and wellbeing.

Requirements

Four years of progressively responsible clerical or administrative support experience, including two years' experience managing contracts, records, and / or financial data.
High school diploma or G.E.D. equivalent.
Must pass a criminal background check.
Effective customer service practices and vendor management skills.
Business English, grammar, spelling, and punctuation; strong editing and proofreading skills.
Effective telephone practices and protocols.
Basic math and data analysis skills.
Basic public purchasing and contracting laws and regulations.
Learn and implement the City’s Finance systems and practices including applying public purchasing regulations and polices and financial record keeping processes.
Learn how to administer contracts and other agreements and documents.
Work within, and adhere to, strict project deadlines.
Gather and evaluate a variety of data to develop and prepare effective reports associated with financial tracking.
Make independent decisions consistent with appropriate policies, procedures, and techniques.
Evaluate issues and solve problems; discuss problems and complaints tactfully, courteously and effectively with co-workers, staff at other departments or agencies, and vendors.
Train coworkers in processes and procedures (such as time entry, etc.) as needed.
Write clear and concise reports and other correspondence.
Communicate effectively, both orally and in writing.
Work independently and in team settings.
Make appropriate decisions regarding work methods and priorities.
Use independent judgment in making decisions; handle confidential information with tact and discretion.
Perform and prioritize a variety of general administrative support duties.
Learn basic IT principles and practices.
Apply that information to vendor management and IT Finance tasks.
Provide customer service with courtesy and tactfulness.
Use a variety of software and IT tools including Microsoft applications like Word, Excel, PowerPoint, etc.
Build effective working relationships with all coworkers, other departments, and agencies.
Perform physical activities that are essential functions of the position including speaking, hearing and lifting of supplies and boxes.

Nice To Haves

Associate degree or college course work in the assigned area desirable.

Responsibilities

Serves as a core member of the IT Finance Team which leads IT purchasing for the City of Eugene.
Develops and refines division-level finance and human resource processes and workflows.
Performs IT procurement and purchasing tasks including contract management and purchasing for the division.
Creates financial reports to evaluate financial trends and support billing.
Evaluates, consolidates, and performs basic data analysis.
Checks information for accuracy and applicability to work program.
Coordinates timekeeping for the division.
Coordinates division human resources processes including recruitments, onboarding, and related tasks.
Prepares a variety of division-wide communications such as monthly newsletters and emails regarding financial and administrative matters.
Represents the division on various City-wide committees.
Works with vendors and other partners to support division goals.
Plans, prepares and presents information related to IT finance and human resource tasks to division leadership.
Provides a variety of administrative supports to the division, such as maintaining data in various sources; verifying, tracking and updating information; designing and producing standard and customized reports.
Develops and maintains complex recordkeeping and tracking systems.
Supports the Telecom Program with purchasing and administrative support.
Supports the ISD Leadership Team by taking meeting notes and running meeting technology.
Supports a variety of office tasks.
Performs related and other duties as assigned.