Job Description

Essential Functions

• Process incoming hardware and software purchase requests
• Create purchase orders and approve vendor invoices
• Intake of new equipment, including documentation and affixing City asset tags
• Complete inventory transfer forms to ensure assets are assigned to designated custodians
• Annual completion of Class 400 Inventory Report distributed to the unit
• General administrative tasks, such as maintaining accurate records of the departmental budget
• Establish and maintain working relationships with associates, administrative officials, and departmental officials within City government
• Maintain positive relationships with vendors
• Document current processes and ensure documents are up to date

Competencies, Knowledge, Skills and Abilities

• Ability to evaluate the effectiveness of administrative functions and implement changes to provide for more effective and efficient operations
• Basic understanding of administrative procedures and philosophies for local government
• Proficient with Microsoft Office Suite, including Word, Excel, and Access
• Must be able to work in a confidential work environment
• Capable of working independently or in a team
• Ability to think critically and identify solutions to complex administrative and operational challenges
• Manage multiple tasks and deadline goals with/without supervision in a dynamic environment
• Collaborate with different teams and develop working relationships
• Highly detail-oriented and organized
• Ability to exercise sound and independent judgment
• Ability to lift at least 50 pounds

Qualifications

Education

• High School Diploma and two years of post-high school education required. A college degree is a plus but not required.

Experience/Skill

• Previous experience as an Administrative Assistant, four years preferred
• High level of attention to detail
• Proficient in Microsoft Office Suite
• Exemplary organization skills
• Emphasis on customer service
• Excellent written and verbal communication skills

Any equivalent combination of education and experience deemed acceptable by Human Resources and the Deputy Chief Information Officer/Chief of Staff will be considered.

Additional Information

Salary Range: $55k-$64,206k

Salary cannot exceed $64,206

All applications must include a cover letter. Applications without a cover letter will be considered incomplete.

Did you know?
● We are a Public Service Loan Forgiveness Program qualified employer : 25% tuition discount program for City employees (and sometimes spouses and dependents as well) in partnership with area colleges and universities

● We offer Comprehensive health coverage for employees and their eligible dependents
● Our wellness program offers eligibility into the discounted medical plan
● Employees receive paid vacation, sick leave, and holidays
● Generous retirement savings options are available

*The successful candidate must be a city of Philadelphia resident within six months of hire
Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race,
ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr @phila.gov. For more information, go to: Human Relations Website:
http://www.phila.gov/humanrelations/Pages/default.aspx