Sr IT Administrative Analyst

The City of Philadelphia offers a vibrant work environment, comprehensive health care and benefits, and opportunities to grow and excel in a workforce of over 30,000 people across more than 1,000 job categories.

About the role

The Senior IT Administrative Analyst supports the Chief Project Management Officer (CPMO) and Chief Enterprise Officer (CEO) within the Office of Innovation & Technology (OIT). This role provides administrative and operational support, ensuring effective communication, project coordination, and seamless management of key city initiatives. OIT oversees major IT initiatives for the City, enhancing infrastructure, optimizing services, and ensuring data security and operational continuity.

Responsibilities

• Efficiently manage and prioritize the schedules of the CPMO and CEO, including meetings, appointments, and travel, while resolving conflicts and identifying solutions.
• 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; draft, proofread, and edit documents, reports, and presentations.
• Organize and prepare materials for meetings, conferences, and public events; take minutes, track action items, and ensure follow-up.
• Assist in planning, logistics, and execution of city-wide events, conferences, and stakeholder engagements.
• Support the CPMO in tracking and executing city projects and initiatives; prepare and maintain project reports, status updates, and documentation.
• Handle day-to-day administrative tasks, such as filing, organizing records, maintaining office supplies, and coordinating travel arrangements.
• Provide support for special projects assigned by the CPMO and CEO.
• Organize, maintain, and update confidential files and databases; ensure accuracy and integrity of project-related documentation.
• Maintain strict confidentiality regarding sensitive issues and exhibit professionalism in all interactions.
• Anticipate needs and proactively address administrative challenges; recommend process improvements for office efficiency.
• Communicate with staff regarding office needs, assist with office events, and coordinate facility-related issues with building management.

Requirements

• High School Diploma and two years of recent post-high school education required; college degree a plus.
• 3-7 years of administrative experience.
• Advanced Microsoft Office Suite experience; fluency in MS Word, Excel, PowerPoint, Outlook, and SharePoint.
• Strong attention to detail for preparing and interpreting procurement requests and invoice statements.
• Ability to handle multiple tasks accurately and expeditiously; solid analytical and problem-solving skills.
• Proven organizational skills and comfort with basic IT issues; willingness to learn about new technological trends.
• Ability to work independently on complex tasks, exercise good judgment, and maintain professionalism.
• Effective communication skills for interacting with internal and external clients at all levels.
• Experience managing time, setting priorities, and working with minimal supervision.
• Demonstrated customer focus and ability to evaluate decisions through the customer’s perspective.

An equivalent combination of education and experience may also be considered.

Skills

• Strong problem-solving and clear, succinct communication.
• Excellent verbal and written communication; ability to influence and engage across teams.
• Proficiency in Microsoft Visio is a plus.
• Working knowledge of automated email/scheduling systems (e.g., Microsoft Outlook).
• Basic office operations and standard office equipment (phones, computers, printers, scanners).

Benefits

• Comprehensive health coverage for employees and eligible dependents.
• Paid vacation, sick leave, and holidays.
• Generous retirement savings options.
• Public Service Loan Forgiveness program eligibility for student loan repayment.
• Free SEPTA public transportation for eligible employees (full-time, part-time, provisional).
• Tuition discounts and scholarships (10%-40%) through partnerships with local colleges and universities, extending to spouses and dependents in some cases.

Pay

$55,000-$66,950 (salary cannot exceed $66,950).

Schedule

In-person (onsite). The successful candidate must be a City of Philadelphia resident within six months of hire.