Administrative Analyst-Unified Communications

Essential Functions

• Reviews procurement requests submitted electronically through a centralized collection system.
• Requests are generally related to software, hardware, professional and other services,
• maintenance of hardware and software, communications, training, and other IT related items.
• Ensures requests adhere to a standardized procurement request format.
• Ensures all associated backup documentation is complete and accurate. Follows up with internal
• and external departmental contacts if additional information or clarification is required for processing requests.
• Receives vendor invoices, ensures all backup documentation has been submitted and information is accurate.
• Logs pertinent data into OIT invoice database.
• Confirms funding by checking contracts, purchase orders, and other encumbrance documents in
• various mainframe and database systems
• Follow up with internal and external managers to obtain approval of invoices.
• Work with vendors to obtain required documentation in order to facilitate and expedite procurement and payment process, as necessary.
• Review procurement requests against budgeted items to ensure consistency.
• Type articles, form letters, memoranda from copy or rough draft
• Sort and file correspondence and other materials
• Data entry and tracking of various tasks/projects
• Make arithmetic calculations
• Answer telephone and personal inquiries; secure and give out routine information
• Operate general office equipment
• Assist management and staff with various projects
• Create and maintain Microsoft Word and Excel documents
• Creates regular correspondence letters and emails for Director
• Other duties as assigned