Administrative Analyst

Job Description

Under the direction of OIT’s Financial Manager, this employee will assist with the responsibility of the purchasing, accounts payable, accounting and budget processes for IT related purchases, services, initiatives, and projects.

The position requires the ability to interpret and prepare accounting records, ensuring that IT projects comply with the City’s accounting and financial regulations.

Salary is commensurate with the education and qualifications of the successful candidate.

Essential Functions

• Initiate requisitions and purchase orders in the City’s electronic purchasing systems.
• Ensure requisition and purchase order details are in accordance with City guidelines, policies and procedures.
• Initiate electronic payment vouchers in the City’s accounting and purchasing systems
• Maintain working relationships with central Procurement and central Accounting.
• Prepare, examine, and analyze accounting records, and other financial reports to assess accuracy, completeness, and conformance to OIT and City of Philadelphia reporting and procedural standards.
• Establish tables of financial records and assign financial transactions to the appropriate accounts.
• Implement, modify, and document fiscal records in the City of Philadelphia’s and OIT’s accounting / financial systems such as FAMIS, ACIS, ADPICS, CBMS, Excel and Access.
• Ensure OIT purchases are consistent with the City’s and OIT’s financial policies, procedures, and budgetary guidelines.
• Assist supervisors in evaluating vendor proposals and quotes, ensuring scope of work and cost estimates are properly associated with corresponding budget items.
• Analyze trends, costs, financial commitments, and obligations to provide accurate and reliable projections for decision making by IT Financial Managers.

Competencies, Knowledge, Skills and Abilities

• The principles, practices, and policies of procurement processing
• Comprehend standard accounting procedures as they apply to payment voucher transactions
• Analyze and comprehend organizational and procedural problems and make recommendations related to accounting and budgetary requirements.
• Express ideas effectively, both orally and in writing.
• Establish and maintain effective working relationships with associates, administrative officials, and departmental officials.
• Analyze and resolve accounting and other budgetary problems and make sound recommendations consistent with accounting, and budgetary principles and departmental policies.
• Exercise judgment and discretion in applying and interpreting policies and procedures consistent with overall policy objectives.
• Accounting principles, budget formulation, evaluation, and administration including the execution of provided guidelines.
• The principles and practices of financial administration as applied to the analysis of budgetary objectives and procedures.
• The principles of finance as applied to budget preparation and control.
• Principles and practices of administrative analysis and managerial operations.
• The foundational knowledge of City and agency rules.
• Basic knowledge of IT business terms and needs.

Qualifications

EDUCATION

Completion of a bachelor's degree program at an accredited college or university with major course work in accounting, finance, economics, or related field.

EXPERIENCE / SKILL

• Full performance position; 1 4 years purchasing, accounts payable, accounting, fiscal, and / orbudget experience, preferably with the City of Philadelphia.
• Familiarity with the Microsoft Office Suite required.
• Attention to detail is critical in order to prepare and interpret a variety of financial and budgetary reports and statements.
• Candidate must be comfortable with basic Information Technology issues.

An equivalent combination of education and experience deemed acceptable by OIT’s Chief Financial Officer and / or the agency department head will also be considered.

However, a bachelor’s degree is required.