The Role
Provides administrative and financial support to the IT department by processing invoices, coordinating purchasing and vendors, tracking budgets and software cost allocations, preparing reports, maintaining records, supporting audits, managing calendars, documenting procedures, and assisting with IT projects. Requires strong organization, communication, spreadsheet, financial recordkeeping, and Microsoft Office skills.
Summary Generated by Built In
Position: IT Administrative and Financial Coordinator
Classification: Full-time, Non-Exempt
Reports to: IT Operations Manager
Company: DePelchin Family Services
Location: Houston, TX
Position Description:
The IT Administrative & Financial Coordinator provides essential administrative and financial support to the IT Department, helping to streamline processes and ensure accurate tracking of departmental spend. This role manages invoice processing, purchasing coordination, vendor billing verification, software cost allocation reporting, and department budget support, alongside calendar management, process documentation, and general office administration. The Coordinator serves as a vital link between the IT team, vendors, and Finance, and requires strong organizational skills along with a working understanding of both administrative processes and financial/purchasing procedures.
Primary Responsibilities:
Classification: Full-time, Non-Exempt
Reports to: IT Operations Manager
Company: DePelchin Family Services
Location: Houston, TX
Position Description:
The IT Administrative & Financial Coordinator provides essential administrative and financial support to the IT Department, helping to streamline processes and ensure accurate tracking of departmental spend. This role manages invoice processing, purchasing coordination, vendor billing verification, software cost allocation reporting, and department budget support, alongside calendar management, process documentation, and general office administration. The Coordinator serves as a vital link between the IT team, vendors, and Finance, and requires strong organizational skills along with a working understanding of both administrative processes and financial/purchasing procedures.
Primary Responsibilities:
- Track, process, and monitor invoices to ensure timely and accurate payment.
- Prepare and deliver monthly financial and operational reports, documents, and presentations as required.
- Prepare software cost allocation reports, ensuring software spend is accurately distributed across departments/cost centers.
- Assist with department budget creation and ongoing budget management, including tracking actuals against budget.
- Provide administrative and clerical support for purchasing activities, including coordinating procurement of IT supplies and equipment and obtaining vendor quotes.
- Coordinate with vendors to research and verify billing and expenses.
- Coordinate daily administrative operations for the IT department, including calendar management, meeting scheduling, and departmental communications.
- Develop and maintain current written procedures documenting all routine tasks and workflows.
- Organize and maintain digital and physical filing systems, including document retention and destruction according to policy.
- Support audit preparation by maintaining accurate financial and compliance documentation.
- Provide administrative support for IT projects and department initiatives, including coordinating schedules, gathering requirements, tracking tasks, and documenting progress.
- High School Diploma or equivalent.
- Minimum three (3) years' experience in administrative support, bookkeeper, or a comparable role involving office administration, purchasing, and accounts payable responsibilities.
- Bachelors in Accounting, Finance, Business, or related field preferred.
- Experience supporting an IT department preferred.
- Experience processing invoices and purchase orders preferred.
- Experience with IT ticketing or service desk systems preferred.
- Experience supporting budget preparation, cost allocation, or expense tracking preferred.
- Basic understanding of technology, budgeting, and financial recordkeeping.
- Ability to prepare cost allocation reports and assist with budget tracking, using spreadsheets/formulas to organize and reconcile data.
- Ability to quickly learn and apply technical concepts and navigate financial systems and vendor portals.
- High level of proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint), with advanced skills in Excel.
- Ability to learn technical concepts and systems quickly.
- Ability to maintain professional, confidential work environment.
- Ability to work with culturally diverse populations and work force.
- Ability to interact with staff with a customer service orientation.
- Excellent organizational, communication, and multitasking skills.
- Ability to work independently and as a team member to achieve positive results in a timely manner.
- Environment: Office
- Work Schedule: Monday through Friday during standard business hours
- Travel: None
Skills Required
- High School Diploma or equivalent
- At least three years of experience in administrative support, bookkeeping, office administration, purchasing, or accounts payable
- Bachelor’s degree in Accounting, Finance, Business, or a related field
- Experience supporting an IT department
- Experience processing invoices and purchase orders
- Experience with IT ticketing or service desk systems
- Experience supporting budget preparation, cost allocation, or expense tracking
- Proficiency with Microsoft Office, including advanced Excel skills
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The Company
What We Do
DePelchin Children's Center is a Houston-based nonprofit that supports children and the families who care for them. Founded in 1892, it provides comprehensive services including parenting classes, counseling, foster care, adoption, prevention, and family-strengthening programs. Its mission is to promote children's mental health and physical well-being, prevent maltreatment, preserve healthy families, and help ensure children grow up in safe, caring homes.
