Job Summary: | The Information Technology Specialist provides advanced administrative, financial, and asset management support to the IT Department. This role oversees procurement, budget tracking, vendor management, and IT asset tracking while ensuring compliance with financial and operational standards. The Specialist also develops standard operating procedures, supports incident response and recovery planning, and coordinates cross-departmental activities. | Essential Functions: | Financial Management, Procurement, and Auditing (40%) - Support budget preparation and monitor departmental expenditures.
- Prepare financial reports and work with accounting, budget, and purchasing staff to resolve issues with invoices, transfers, requisitions, or related matters.
- Manage vendor records, ensuring compliance with contract and insurance requirements.
- Initiate and manage requisitions for supplies and equipment; ensure timely approvals, track orders, follow up with suppliers, and communicate delivery status to requestors.
- Review packing lists, confirm receipt, and verify invoice accuracy.
- Verify and approve invoices for goods and services in coordination with IT requestors.
- Process and code invoices for software, telecom, professional services, supplies, and equipment.
- Partner with Accounts Payable to resolve discrepancies and ensure credit memos are applied.
- Reconcile and code departmental purchasing card transactions monthly.
- Coordinate with cross-functional teams including Purchasing, Risk Management, and Accounting to ensure compliance with procurement and operational standards.
Budget Tracking, Departmental Maintenance, and Expense Reporting (10%) - Monitor and maintain expenditure records.
- Compile detailed financial, statistical, and operational reports; tabulate and verify data for accuracy.
Logistical & Asset Management Support (40%) - Manage IT assets and inventory, including procurement, tagging, reconciliation, disposal, and shipment activities.
- Use asset management tools to analyze, review, and track asset data; oversee reconciliation and disposal compliance.
- Organize and maintain IT supply inventory; coordinate retrieval and distribution as needed.
Administrative Support (10%) - Prepare, edit, and transcribe contracts, proposals, policies, agreements, reports, and other specialized documents.
- Organize and assemble materials for meetings, conferences, and hearings; prepare agendas, take minutes, and maintain official records.
- Act as liaison between departments to coordinate assignments and special projects, ensuring deadlines are met.
- Participate in IT incident response planning and execution, including coordination during emergency conditions and system recovery efforts.
- Develop and maintain standard operating procedures (SOPs) for IT processes, including procurement, asset management, and onboarding/offboarding workflows.
- Draft and edit correspondence, reports, and memoranda for clarity and accuracy.
- Manage departmental calendars, schedule appointments, and make travel arrangements.
- Screen calls and determine appropriate handling or referral.
- Acquire and compile data for quarterly reports, special studies, and other documentation.
- Research issues, analyze data, and recommend solutions or improvements.
- Maintain records, including storage, inventory, retention schedules, and destruction in compliance with policies.
- Provide direct customer service in person and by phone.
- Perform other related duties as assigned.
- During emergency conditions, all CPA employees are automatically considered essential employees and may be subject to recall. These events may include, but are not limited to, natural, man-made, or public health emergencies. Employees may be expected to perform emergency and/or recovery operations outside of their normal assigned responsibilities and routine working hours.
| Minimum Qualifications: | Education & Experience - Bachelor’s degree in business administration, accounting, information systems, supply chain management, or a closely related field required; or Associate’s degree with five (5) years of directly related experience may be considered.
- Minimum of three (3) years’ experience in IT financial management, procurement, or asset tracking within a government, port authority, or regulated organization.
- Demonstrated experience in vendor management, auditing, and compliance documentation required.
Key Skills & Competencies - Strong organizational skills and attention to detail.
- Demonstrated commitment to process improvement and documentation accuracy.
- Strong interpersonal skills with experience communicating across technical and non-technical teams.
- Proficiency with enterprise asset management (EAM) or IT asset tracking software (e.g., ServiceNow, ManageEngine, or equivalent).
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, SharePoint, and Teams) and Adobe Acrobat.
- Working knowledge of IT procurement lifecycle tools and financial ERP systems (e.g., SAP, Oracle NetSuite).
- Understanding of cybersecurity best practices and organizational compliance standards.
- Proven ability to manage confidential and sensitive data in compliance with policy.
- Strong analytical and problem-solving skills with sound independent judgment.
- Ability to operate independently with minimal supervision while maintaining a team-oriented focus.
| Licenses / Certification Required: - Florida Driver’s License or the ability to obtain one within 30 days.
- Ability to obtain a Transportation Worker Identification Credential (TWIC)
| | Physical Requirement: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light to moderate weight (5-30 pounds). | | Environmental Requirements: Work is performed in usual office conditions and occasionally in a warehouse with rare exposure to disagreeable environmental factors. | |
|
