Under general supervision of the Information Technology (IT) Supervisor I, while working in the IT domain of Business Technology Management, the IT Associate serves as a Department of Housing and Community Development (HCD), IT Branch (ITB), IT Procurement and Budget Analyst. This position requires extensive knowledge of IT hardware and software to ensure that purchases are aligned with HCD’s IT strategy and adhere to statewide and departmental standards. This position is the liaison between ITB and the Budget Office and Accounting on all aspects of support budget financial data.
- Communicate clearly, both verbally and in writing
- Develop and sustain cooperative working relationships with staff and management, as well as external agency contacts
- Experience working on project teams related to IT implementation of new technology
- Analytical and research skills
- Ability to develop proposals and make recommendations to management for updating service or equipment to take advantage of new and emerging technologies
- Ability to analyze billing data from external agencies and reconcile against internal tracking documents; liaison with external agencies on billings
- Working knowledge of IT Automated tools and Human Resource Assets tools
- Knowledge of IT business policies, practices, and processes to develop and document procedural guides
- Proficiency in the Microsoft Office suite and Office 365 collaboration tools
- Ability to work in a fast-paced environment and willingness to shift direction as business priorities change
- Self-starter and can work independently.
- Review all HCD procurement requests for IT equipment, software, supplies, or services for technical appropriateness. Ensure that each request meets minimum HCD hardware and software standards, has the appropriate certifications and documentation, and complies with the State of California procurement policies and procedures. The AISA must be familiar with the Department of General Services (DGS) contracting methods such as small business option, leverage procurement contracts, and competitive bids. Work with HCD programs to resolve any procurement related issues. Ensure that the contract documentation is complete and meets HCD standards, and the budget funding line-items are correct. Review IT procurement documents submitted by programs to ensure accuracy. Prepare request for quote documentation ensuring all State policies and guidelines are followed on all IT purchases. Communicate with vendors on requests for pricing/quotes. Prepare the purchase requisition for issuance of the contract or purchase order (PO). Develop essential needs justification, provide summary document of solicitation method of selection criteria. Completes additional required supporting documentation (e.g., HCD 619 Procurement Request, SIMM-71B CDT Certification of Compliance with IT Policies, and SIMM-22B COTS/SAAS Acquisition Information). Review contract terms and conditions of the Leveraged Procurement Agreement. Ensure compliance before execution of the contract. Route procurement request packets for appropriate approvals. Track orders and document status through completion of purchases and approve shipment receipt.
- Review and coordinate ITB Budget Change Concepts/ Budget Change Proposals (BCCs/BCPs). Create and maintain the Executive BCP Summary Report and Talking Points for the CIO. Track, monitor, and coordinate with other HCD Programs BCCs/BCPs that have an IT component and provide updates to CIO. Disseminate BCP questions from Agency and Department of Finance, and submit timely responses to Budgets. Track all IT purchases in a centralized budget document; record and track all planned IT purchasing costs in an internal budget file. Code purchases to provide Fi$cal and California Department of Technology (CDT) reporting data associated with each purchase. Obtain Contract Manager & IT Supervisor approval and submit invoices to Accounting and maintain all electronic copies. Track invoices against the PO/Contract to avoid overpayment Update internal budget file with planned and actual purchasing costs on an ongoing basis. Perform review and analysis of the Office of Technology of CDT billings for services provided to HCD ($2 million annually). Look for variances and research cause of the variance in the daily charges. Access the OTech mainframe system to analyze the data. Review appropriateness of services and activities provided to HCD, including mainframe job execution, data and tape storage, hardware and network installation, maintenance of wide area networks and Internet connectivity, as well as project work. Serve as the liaison between DHCS program customers and OTech fiscal and technical staff on billing issues. Interpret billing information for appropriateness and accuracy of the charges. Ensure that the proper cost centers, technical services, rates, and charges are applied. Develop and update reports for management (e.g., IT Spending Plan, IT Contract Burn Rate, IT Procurement & Contract Activity Report, etc.). Report to IT management on IT costs for planned and actual IT related purchases. Develop required IT Reports required by the CDT (e.g., HCD IT Cost and the Information Management Organization Reports) to comply with SAM, Section 4903.1.
- Write clear and concise special documents to individuals or groups including high-level officials or the public, and prepares comprehensive, analytical narrative including memorandums and justification for contracting out requesting approval from Control Agencies (e.g., CDT and CA Business, Consumer services & Housing Agency). Assist in developing and updating policies, procedures and processes for an effective procurement-planning program.
- Responsible for documenting and maintaining the procurement and contract records in sufficient detail to allow anyone to review documentation and understand how the procurement or contract was requested, conducted, and awarded. Keep accurate auditable paper trail of the procurement and contract execution, creating individual Teams/SharePoint files, developing a log sheet for a diary of activities including dates and times of discussion and subject matter discussed.