Specialist, IS Operations

Job Summary/Overview

The IS Operations Specialist supports the Information Services organization by managing invoice processing and coding, coordinating purchasing activities, maintaining contract and vendor records, assisting with budget tracking and reporting, and providing initial IT request triage and basic end-user support.

Essential Duties and Responsibilities

• Own end-to-end processing of IS invoices including validation, accurate GL coding, and allocation to cost centers or projects.
• Route invoices for approval and track through submission and payment.
• Resolve invoice discrepancies with vendors, Accounts Payable, and IS stakeholders; maintain complete and auditable invoice documentation.
• Coordinate requisitions and purchase orders for software, hardware, services, and subscriptions.
• Support vendor onboarding and maintain vendor documentation.
• Track orders, deliveries, and receiving confirmations.
• Assist with renewals, true-ups, and subscription adjustments.
• Maintain accurate, up-to-date software and hardware asset records (device details, assigned user/department, location, lifecycle status, and warranty/coverage dates).
• Reconcile purchases, receipts, deployments, transfers, repairs, and retirements to ensure asset databases align with actual inventory.
• Support periodic audits and true-ups by producing asset and license reports, identifying gaps, and coordinating remediation with IS owners.
• Document and follow standard processes for asset tagging, check-in/check-out, refresh schedules, and secure disposal/return of end-of-life equipment.
• Maintain centralized repository of IS contracts, SOWs, and amendments.
• Track contract expirations, renewal windows, and notice periods.
• Proactively notify IS owners of upcoming renewals.
• Support contract routing and execution with Legal and Procurement.
• Assist with monthly budget tracking and variance analysis, while maintaining budget documentation.
• Support project spend tracking and accruals.
• Prepare spend summaries for IS leadership.
• Provide Level 0 support and limited Level 1 troubleshooting; support onboarding and offboarding coordination; escalate issues beyond defined scope.
• Perform by other duties as assigned.

Knowledge, Skills, Competencies, and Abilities

• Demonstrates strong organizational skills and consistent follow through to manage tasks, deadlines, and ongoing workflows effectively.
• Maintains a service oriented mindset, delivering responsive, solutions focused support to internal and external partners.
• Applies a process driven approach by following established procedures, identifying gaps, and supporting continuous improvement.
• Exercises professional discretion with financial information, ensuring confidentiality, accuracy, and appropriate handling of sensitive data.
• Communicates clearly in both written and verbal formats.

Required Qualifications

• 2+ years of experience in operations, invoice processing, procurement, or contract administration.
• Strong attention to detail and ability to manage multiple priorities.
• Proficiency with Microsoft Excel, Teams, and SharePoint.
• Experience working in an IT organization preferred.
• Familiarity with IT vendors, SaaS subscriptions, and ticketing systems preferred.

Compensation

$22.80 - $27.30 per hour

Pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. The total compensation package for this position may also include other elements dependent on the position offered. Details of participation in incentive plans will be provided if an employee receives an offer of employment.