IT Asset Management Coordinator

City Of Meridian - Hr   Meridian, ID   Full-time     Information Services / Technology (IT)
Posted on July 29, 2022
Apply Now

Job Title: IT Asset Management Coordinator

Department: Information Technology

Reports To: Chief Information Officer

Open Date: July 27, 2022

Close Date: Open Until Filled, First Review Date 08-19-2022

Hiring Salary: $17.90 - $22.87 per hour, DOE

Salary Range: $17.90 - $26.84 per hour DOE

Job Summary: Under the direction of the Chief Information Officer, the IT Asset Management Coordinator oversees the lifecycle management of all Information Technology assets, including acquisition, shipping and receiving, license management, inventory tracking, software subscriptions, maintenance renewals, and disposal of hardware and software. This includes managing the maintenance of systems containing information regarding asset data, licenses, warranties, and service agreements for the organization's hardware and software. Performs wide array of administrative functions for the Information Technology department.

Essential Duties & Responsibilities: Coordinate all IT related procurement activities for the organization; Manage life-cycle of all IT related hardware and software assets, including acquisition, tracking, and disposal; Manage the creation of requisitions and purchase orders as needed; Prioritize purchase requests and coordinate logistics with vendors/suppliers to ensure specific delivery dates are met; Receive and review order confirmations and keep departments informed of delivery dates and shipment tracking for all items; Processes, tracks, and provides status updates on IT related purchase requests for hardware and software; Assist Accounts Payable with the invoicing process for all IT purchases; Maintain good working relationship with existing vendors and building strong relationships with new suppliers; Coordinate and manage the renewal of all IT related contracts for support, maintenance, and services; Evaluate and purchase new software request and at the same time providing advice and guidance; Ensures appropriate approval for purchases; Perform software license audits and review/report on compliance; Review and suggest any process improvements; Researches and compiles data from a variety of sources to produce reports as appropriate (i.e. software compliance, training expenditures, general ledger, etc.); Utilizes Microsoft Office programs including Word, Excel, Access, Publisher, PowerPoint, and other software such as Adobe Acrobat; Schedule and coordinate arrangements for meetings and conferences; Manages the office supply inventory for the IT department; Answer multi-line telephone and routes calls appropriately using excellent communication and telephone skills; Perform intake and receiving of all new hardware/software inventory; Check all IT equipment shipments as they arrive to ensure that orders have been filled correctly; Assists with organization of staging area and basement storage; Maintains purchases in IT systems and Accounting system; Processes reconciliation of prepaid account(s); Manages IT equipment checkouts and room reservations; Uses ticketing system for tracking progress of purchase requests and other tasks; Performs administrative tasks related to the hiring of new employees, acts as department designated interview representative; Assists with development of IT budget and technology related budgets for all departments; Coordinates training and travel arrangements; Prepares meeting agendas and takes, prepares, and distributes meeting minutes; Prioritizes and organizes own work, to meet deadlines; Follows practices, guidelines, and policies defined by Finance/Purchasing; Provides information to departments regarding purchasing procedures; Maintain purchasing records; Works independently and under the direction of immediate supervisor.

Job Specifications: High school diploma or equivalent required plus 2 years’ experience in IT software/hardware procurement, purchasing and/or asset management; Some college education and/or administrative training is desired; Certification / training in IT asset management, purchasing, and administrative functions desired; General understanding of IT systems, components and processes; Strong experience in IT procurement practices with additional training and/or certification in procurement or a related field; Proficiency in MS Word, Excel, Outlook, Access, and PowerPoint.

Knowledge, Skills & Abilities: Strong knowledge utilizing and/or implementing software asset management systems/tools; Ability to learn complex internal software programs and comfort using a variety of technology solutions to do work (i.e., ticket tracking system, asset management system, IM, etc.); Must have strong customer service skills, be able to manage multiple tasks and projects, plus have a strong attention to detail; Must have excellent communication and telephone etiquette skills; Must have strong professional writing skills for writing reports, minutes, and other communication; Ability to operate office equipment, i.e., computer, calculator, copier, fax machine and postage machine; Knowledge of mathematics, sufficient to add, subtract, multiply and divide manually or by machine; Knowledge of purchasing and accounting processes and practices; Ability to communicate and deal with the public, citizens and co-workers in a professional, empathetic and positive manner; Must have exceptional organizational skills and the ability to effectively establish priorities and complete multiple, competing and time-dependent projects with superior attention to detail; Ability to regularly plan, set up, and attend meetings, functions, and events, sometimes after hours; Ability to work effectively with frequent interruptions in a team environment as a team player; Ability to establish and maintain effective working relationships with Department personnel, city officials, vendors, and the general public; Ability to communicate, meet and deal with the public and co-workers with respect in a pleasant, professional, and courteous manner; Integrity in the performance of assigned tasks; Must have a positive “can do” attitude; Must be able to provide exceptional customer service and outstanding professionalism; Must be willing to work in a fast-paced and demanding environment and display an attitude of cooperation with the ability to work professionally and effectively with others; Must be tactful, discrete, and diplomatic as well as be assertive, resilient, have problem solving ability, and take orders/direction; Must have demonstrated excellent oral and written skills to communicate effectively with customers, vendors, and the public in face-to-face meetings, one-on-one settings, in groups and in using a telephone; Ability to produce documents with clearly-organized thoughts using proper sentence construction, English usage, vocabulary, punctuation, spelling and grammar; and Must be willing to attend classes in related fields to upgrade skills and knowledge.

Work Environment and Physical Demands: Work is performed primarily in an office environment with moderate noise level; Requires sitting at a desk or computer terminal for long periods of time and ability to lift up to 60 lbs.; Requires clarity of speech and hearing, which permits the employee to communicate effectively; Requires clear vision to read printed materials and computer screen to accomplish work; Requires repetitive movement of the wrists, hands, and/or fingers; Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.

Travel Requirements: Local travel is occasionally required. Must hold a valid driver’s license.