IT Administrative Assistant _ 5142

BronxWorks helps individuals and families improve their economic and social well-being. From toddlers to seniors, we feed, shelter, teach, and support our neighbors to build a stronger community. In all aspects of our work, we strive for the highest ethical and performance standards and are guided by the belief that people are to be treated with dignity and respect regardless of their present situation or past experiences.

Across our 60+ locations, we provide programs in a variety of service areas, including workforce development, children, youth, families, seniors and homeless prevention.

Responsibilities

• Assistwith the purchasing of technology equipment, software, services, and supplies, including preparing purchase orders,maintainingapprovals and cost center information, tracking orders, andforwardinginvoices, packing slips, and supporting documentation to the Fiscal Department.
• Review and reconcile invoices, purchase orders, contracts, and vendor billing for accuracy, andassistthe IT Director and Fiscal Department with audits, payment questions, discrepancies, and other financial documentation related to IT purchases and services.
• MaintainaccurateIT inventory records for equipment that ispurchased, assigned, transferred,relocated, returned, replaced, retired, or discarded, including updating Excel tracking sheets and physically tagging equipment as needed.
• Maintain and update records for agency technology services and accounts, including Zoom Phone, Adobe licensing, Verizon, Optimum, copier agreements, telephone numbers, software subscriptions, and other technology-related services.
• Assistwith vendor coordination, including tracking contracts and renewal dates, schedulinginstallationsand service appointments, confirming equipment deliveries, and following up on outstanding vendor requests, documentation, and account issues.
• Maintain the IT Director’s calendar andassistwith departmental scheduling, including meetings, appointments, vendor meetings, staff time off, remote-work schedules, site visits, and other departmental activities.
• Support IT meetings and departmental follow-up by preparing materials, taking meeting minutes or notes when requested, tracking action items, sending reminders, and following up on outstanding approvals, purchases, projects, and assignments.
• Maintain organized electronic and physical IT records, including contracts,purchasingdocumentation, vendor information, equipment lists, shared folders, spreadsheets,correspondence, and other departmental records to ensure information can be easilylocatedwhen needed.
• Provide general administrative support to the IT Director and IT team, including drafting correspondence, reports, spreadsheets, memoranda, collectingsignaturesand approvals, communicating with agency programs, and traveling toBronxWorkslocations when necessary.
• Assist with IT onboarding, offboarding, equipment assignments, account tracking, audits, and other administrative or operational responsibilities as assigned by the Director of Information Technology, whilemaintainingconfidentiality and accuracy of sensitive agency and departmental information.

Qualifications

• High School Diploma or equivalent required; Associate degree in Business Administration, Information Technology, Office Administration, ora relatedfield preferred.
• Minimum of one to two years of administrative, office support,purchasing, inventory, or related experience.
• Proficiencywith Microsoft Office applications, including Outlook, Word, Excel, Teams, and electronic file management systems.
• Strong organizational and record-keeping skills, with the ability tomaintainaccuratespreadsheets, inventory records, purchase documentation, calendars, contracts, and electronic files.
• Strong written and verbal communication skills and the ability to communicate professionally with staff, management, vendors, and external service providers.
• Ability to review invoices, purchase orders, account information, and supporting documentation for accuracy andidentifydiscrepancies requiring follow-up.
• Ability to manage multiple priorities, deadlines, appointments, reminders, and projects whilemaintainingattention to detail.
• Ability to work independently, follow through on assignments,maintainconfidentiality, and provide administrative support to the IT Director and IT Department.
• Comfortable working with technology equipment and learning agency systems, ticketing platforms, inve…