IT Administrative Analyst - Health IT

  • 1401 John F Kennedy Blvd, Philadelphia, PA 19102, USA
  • Full-time

Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

The Office of Innovation and Technology (OIT) oversees most major technology projects for the City of Philadelphia (CoP), ensures continuity of the City's technology operations, and finds new ways to help the public interact meaningfully with technology. OIT uses technology to help City employees do their work better and helps residents get what they need from municipal government.

What We Offer:

Impact - The work you do here matters to millions.

Growth - Philadelphia is growing, why not grow with it?

Diversity & Inclusion - Find a career in a place where everyone belongs

Benefits - We care about your well being

The Philadelphia Department of Public Health’s (DPH’s) mission is to protect and promote the health of all Philadelphians and to provide a safety net for the most vulnerable. We provide services, set policies, and enforce laws that support the dignity of every man, woman, and child in Philadelphia. The health department is organized in the following divisions, each of which is responsible for providing service related to its name: AIDS Activity Coordinating Office, Air Management Services, Ambulatory Health Services, Chronic Disease Prevention, Commissioner’s Office, COVID Containment, Disease Control, Environmental Health Services, Facilities Management, Fiscal, Human Resources, Information Technology, Lead and Healthy Homes, Maternal Child and Family Health Services, Medical Examiner’s Office, Substance Abuse Prevention and Harm Reduction, and Public Health Laboratory.

The department also provides nursing homes services, and we work with a broad network of community, hospital, academic and business partners throughout Philadelphia and the Delaware Valley. We work together to make Philadelphia a healthy place to live, work and play.

 

Job Description

Under general supervision of the Director, the IT Administrative Analyst will be responsible for a variety of day-to-day administrative responsibilities supporting the HealthIT unit and PDPH as a whole.  Assignments will include (but are not limited to) compiling and analyzing data and coordinating multiple concurrent activities; providing confidential technical and administrative support to the Director; and establishing significant knowledge of organizational policies, procedures, and practices including inventory, fiscal and procurement, and telephone coordination.

Responsibilities

  • Multi-task in time-sensitive situations with frequent interruptions and a high degree of departmental/staff contact
  • Communicate frequently with diverse individuals and audiences by phone, in person, in writing, and via remote communication tools
  • Coordinate and assist with telephone, call center, and mobile device moves, adds, and changes
  • Ensure a high-quality client experience in every interaction
  • Achieve and maintain an understanding of PDPH divisions’ operations and the criticality of their various services to the public
  • Keep clients informed of the progress of queries and requests; follow up promptly and regularly with clients and colleagues
  • Work alongside technical staff and maintain a general knowledge of their work in order to better support divisional needs
  • Participate in City inventory processes, particularly as applies to technology items
  • Help maintain departmental inventory and storage procedures
  • Execute and trace purchases as requested
  • Schedule meetings
  • Draft communications
  • Establish and maintain working relationships with associates, administrative officials, and departmental officials within City government
  • Participate in developing department and division goals, objectives, practices, procedures, and systems
  • Prepare various periodic reports as assigned
  • Maintain a knowledge of and facility with relevant City and departmental administrative and communication systems
  • Various administrative duties as assigned

Competencies

  • Dedication to respecting others and treating others equally regardless of differences of any kind
  • Willingness to learn, be flexible, and arrive willing to help in challenging situations
  • Evaluate the effectiveness of administrative functions and recommend changes to provide for more effective and efficient operations
  • Basic understanding of administrative procedures and philosophies for local government
  • Proficient with Microsoft Office, particularly Outlook, Word, Excel
  • Strong oral and written communication skills
  • Comfortable working either as part of a team or individually
  • Prioritize and achieve deadline goals with/without supervision
  • Communicate effectively and develop working relationships
  • Highly detail-oriented and organized; consistent follow-through
  • Ability to exercise sound and independent judgment
  • Effective customer service techniques
  • Professional demeanor and ability to remain calm in challenging situations
  • Maintain positive professional relationships with colleagues
  • Learn and adapt quickly and adopt new technologies
  • Manage multiple priorities and competing time demands; willingness to seek guidance from a supervisor when appropriate

Qualifications

Education

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

Experience/Skill

  • Previous experience as an Administrative Assistant or equivalent position, four years preferred
  • Proficient in Microsoft Office Suite
  • Exemplary organization skills
  • Exemplary written and verbal communication skills
  • Preference for experience with City financial systems (FAMIS/ADPICS/ACIS)
  • Strong facility w/software such as Adobe Acrobat, Office 365 tools, SysAid, Go-to-Meeting, soft phones
  • Experience in government, healthcare, or IT a plus
  • Any equivalent combination of education and experience deemed acceptable by Human Resources and the hiring Director will be considered.

Additional Information

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

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