IT Administrative Assistant Project Management Support Specialist

Job Description

The IT Administrative Assistant & Project Management Support Specialist to the Chief Project Management Officer and CEO, is a highly responsible and dynamic role, supporting their strategic and operational needs within the City of Philadelphia. This position provides administrative and operational support to the CPMO and CEO, ensuring effective communication, project coordination, and seamless management of key city initiatives. The role demands a proactive, detail-oriented individual who can manage multiple priorities and interact with a broad range of internal and external stakeholders.

This position will be responsible for:
- Budgetary and Procurement Support for the CSSO Org Budget in coordination with CSSO direct reports and OIT partners.
- Asset Management Support for proper entry and documentation of new assets.
- Inventory Support to track and maintain incoming and outgoing IT inventory including software and hardware
- Provides support for CPMO and CEO organization initiatives as needed to ensure all teams within the organization are able to function effectively.

Essential Functions
Calendar and Schedule Management:

• Efficiently manage and prioritize the schedules of the CPMO and CEO

• Schedule meetings, appointments, and travel, ensuring proper time management and prioritization

• Resolve scheduling conflicts and proactively identify solutions

Communication Management:

• Serve as the primary point of contact for internal and external stakeholders, including City departments, government officials, and community organizations

• Screen phone calls, emails, and correspondence for both executives

• Draft, proofread, and edit documents, reports, and presentations for the CPMO and CEO

• Facilitate the flow of communication and follow up on key action items

Meeting & Event Coordination:

• Organize and prepare materials for meetings, conferences, and public events involving the CPMO and CEO

• Take minutes at meetings, track action items, and ensure timely follow-up

• Assist in the planning, logistics, and execution of city-wide events, conferences, and stakeholder engagement activities

Project Management Support:

• Assist the CPMO in tracking and supporting the execution of city projects and initiatives

• Help prepare and maintain project reports, status updates, and documentation

• Ensure project timelines and milestones are tracked effectively

• Assist with project-related inquiries

Administrative Support:

• Handle day-to-day administrative tasks, such as filing, organizing digital and paper records, and maintaining office supplies.

• Coordinate travel arrangements, including flights, accommodations, and itineraries for the CPMO and CEO.

• Provide support with special projects assigned by the CPMO and CEO.

• Record and distribute meeting notes

• Answer telephone and personal inquiries

• Create and maintain documents

• Other duties as assigned

Data & Document Management:

• Organize, maintain, and update confidential files and databases

• Assist in preparing reports and presentations for senior leadership and the public

• Ensure the accuracy and integrity of all project-related documentation

Confidentiality & Professionalism:

• Maintain strict confidentiality regarding sensitive issues and discussions

• Exhibit professionalism in all interactions, both within the City organization and with external parties

Problem Solving & Initiative:

• Anticipate needs and proactively address administrative challenges

• Offer recommendations for process improvements, contributing to a more efficient office environment

Office management

• Communicate with staff regarding office needs and make recommendations for improvements

• Assist with setting up and breakdown of office events and meetings

• Coordinate with the office manager as it pertains to building management for any facility-related issues

Competencies, Knowledge, Skills and Abilities

• Work independently on difficult or complex administration and clerical tasks

• Accomplish work requirements in a timely manner

• Exercise good judgment, courtesy, and professionalism in receiving office callers and in making proper disposition of problems

• Establish and maintain effective working relationships with various internal and external clients

• Operate standard office equipment, phone, personal computers, printers, and scanners

• Maintain confidential information and data

• Set and maintain priorities with a large workload

• Fluency in Microsoft Office Suite (i.e. MS Word, Excel, PowerPoint, Outlook, SharePoint)

• Strong problem solving skills communicates in a clear and succinct manner and effectively evaluates information/data to recommend courses of action.

• Excellent communications skills: able to communicate effectively with IT and functional managers at all levels; able to influence and engage across multiple teams; excellent verbal and written communication, cross team training, and documentation skills.

• Ability to manage time effectively, set priorities appropriately, operate with minimal supervision, work and act independently/as part of a team and maintain professional demeanor under stress

• Demonstrated customer focus - evaluates decisions through the eyes of the customer; builds strong customer relationships; creates processes from customer viewpoint; partners with customers to help shape their future

• Working knowledge of Microsoft Visio is a plus

• Working knowledge of Microsoft Outlook or other automated email/scheduling system

• Basic office operations

Qualifications:
Qualifications

Education

• High School Diploma and two years of recent post-high school education required. College degree a plus but not required.
Experience

• 3-7 years administrative/budget/fiscal/accounting experience.

• Familiarity with the Microsoft Office Suite required.

• Attention to detail is critical to prepare and interpret a variety of procurement requests and invoice statements.

• Candidate must be able to handle multiple tasks on a routine basis both accurately and expeditiously

• Solid analytical and problem-solving abilities.

• Must have strong, proven organizational skills

• Candidate must be comfortable with basic Information Technology issues and be willing to learn about new technological trends

• An equivalent combination of education and experience deemed acceptable by OIT's Human Resources, the CPMO and CEO, will also be considered

Additional Information

Salary Not to Exceed: $65,000

Starting salary to be determined based on experience and qualifications.

Important: To apply, candidates must provide a cover letter and a resume.

Work Setting: in-person (onsite)

Discover the Perks of Being a City of Philadelphia Employee:

• 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

• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.

• Enjoy a Free Commute on SEPTA - Starting September 1, 2023, eligible City employees will no longer have to worry about paying for SEPTA public transportation. Whether you're a full-time, part-time, or provisional employee, you can seize the opportunity to sign up for the SEPTA Key Advantage Program and receive free Key cards for free rides on SEPTA buses, trains, trolleys, and regional rails.

• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too.
Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth.

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 or send an email to .