Specialist, IS Operations
About The Position
The IS Operations Specialist supports the Information Services organization by managing invoice processing and coding, coordinating purchasing activities, maintaining contract and vendor records, assisting with budget tracking and reporting, and providing initial IT request triage and basic end-user support.Essential Duties and Responsibilities Own end-to-end processing of IS invoices including validation, accurate GL coding, and allocation to cost centers or projects. Route invoices for approval and track through submission and payment. Resolve invoice discrepancies with vendors, Accounts Payable, and IS stakeholders; maintain complete and auditable invoice documentation. Coordinate requisitions and purchase orders for software, hardware, services, and subscriptions. Support vendor onboarding and maintain vendor documentation. Track orders, deliveries, and receiving confirmations. Assist with renewals, true-ups, and subscription adjustments. Maintain accurate, up-to-date software and hardware asset records (device details, assigned user/department, location, lifecycle status, and warranty/coverage dates). Reconcile purchases, receipts, deployments, transfers, repairs, and retirements to ensure asset databases align with actual inventory. Support periodic audits and true-ups by producing asset and license reports, identifying gaps, and coordinating remediation with IS owners. Document and follow standard processes for asset tagging, check-in/check-out, refresh schedules, and secure disposal/return of end-of-life equipment. Maintain centralized repository of IS contracts, SOWs, and amendments. Track contract expirations, renewal windows, and notice periods. Proactively notify IS owners of upcoming renewals. Support contract routing and execution with Legal and Procurement. Assist with monthly budget tracking and variance analysis, while maintaining budget documentation. Support project spend tracking and accruals. Prepare spend summaries for IS leadership. Provide Level 0 support and limited Level 1 troubleshooting; support onboarding and offboarding coordination; escalate issues beyond defined scope. Perform by other duties as assigned.
Requirements
- 2+ years of experience in operations, invoice processing, procurement, or contract administration.
- Strong attention to detail and ability to manage multiple priorities.
- Proficiency with Microsoft Excel, Teams, and SharePoint.
Nice To Haves
- Experience working in an IT organization preferred.
- Familiarity with IT vendors, SaaS subscriptions, and ticketing systems preferred.
Responsibilities
- Own end-to-end processing of IS invoices including validation, accurate GL coding, and allocation to cost centers or projects.
- Route invoices for approval and track through submission and payment.
- Resolve invoice discrepancies with vendors, Accounts Payable, and IS stakeholders; maintain complete and auditable invoice documentation.
- Coordinate requisitions and purchase orders for software, hardware, services, and subscriptions.
- Support vendor onboarding and maintain vendor documentation.
- Track orders, deliveries, and receiving confirmations.
- Assist with renewals, true-ups, and subscription adjustments.
- Maintain accurate, up-to-date software and hardware asset records (device details, assigned user/department, location, lifecycle status, and warranty/coverage dates).
- Reconcile purchases, receipts, deployments, transfers, repairs, and retirements to ensure asset databases align with actual inventory.
- Support periodic audits and true-ups by producing asset and license reports, identifying gaps, and coordinating remediation with IS owners.
- Document and follow standard processes for asset tagging, check-in/check-out, refresh schedules, and secure disposal/return of end-of-life equipment.
- Maintain centralized repository of IS contracts, SOWs, and amendments.
- Track contract expirations, renewal windows, and notice periods.
- Proactively notify IS owners of upcoming renewals.
- Support contract routing and execution with Legal and Procurement.
- Assist with monthly budget tracking and variance analysis, while maintaining budget documentation.
- Support project spend tracking and accruals.
- Prepare spend summaries for IS leadership.
- Provide Level 0 support and limited Level 1 troubleshooting; support onboarding and offboarding coordination; escalate issues beyond defined scope.
- Perform by other duties as assigned.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
