Duties & Responsibilities:
- Works closely with the IT Director of Operation Support, the Customer Service Manager, and IT Leadership Teams to assist in the selection, acquisition, and storage of hardware, software, and technical services focusing on vendor contracts to ensure terms and conditions are adhered to with respect to purchasing equipment and software, their licensing requirements and the renewal of agreements.
- Effectively manages the contractual relationship with various vendors and service providers. Effectively acts as a liaison between the IT service provider and the Nation.
- Consistently monitors vendor contracts to ensure that terms and conditions are adhered to with respect to Licensing requirements and the renewal of agreements. Effectively supports multiple contracts or complex agreements.
- Participates in the budget process; makes recommendations based upon the needs of the organization. Ensures budget is adhered to. Participates in the negotiation of all contracts; assists in renegotiation if contract needs to be amended to meet the needs of the organization.
- Develops and maintains policies and procedures for contract and licensing review, approval flow within the IT department, and how procedures interface between Legal and operating areas.
- Maintains accurate and detailed records of the disposition of all IT hardware assets and software licensing throughout its useful lifespan including items on order, items received from vendors, items received from internal entities, hardware items in inventory, software libraries, equipment deployed, and obsolete equipment that has been decommissioned or destroyed.
- Efficiently manages the shipping and receiving of IT hardware from vendors, IT Team Members, IT Management, Oneida Nation Membership and various internal entities while maintaining accurate shipping and receiving logs of all IT hardware.
- Efficiently manages inventory and storerooms, ensuring equipment and records are securely stored in a logical well-ordered fashion allowing for efficient retrieval at the request of IT team members and related management. Identifies resources that must be kept in stock for immediate disbursement. Ensures that appropriate asset tagging is applied to all equipment, and that a correlation is made where appropriate between external serial numbers and internal or electronic identifiers.
- Coordinates and conducts transport of equipment to off-site storage, long-term storage, and decommissioned equipment repositories. Maintains records of all equipment transfers as well as a current inventory of materials at all facilities. The IT Inventory Specialist is responsible for compliance with OIN vehicle usage certifications and procedures.
- Manages IT asset disposal when equipment is deemed to be obsolete, non-functional, or with no capacity for reuse. Oversees and accurately records the transfer of decommissioned equipment for the appropriate method of disposal as determined by governmental and internal standards and procedures. Keeps and maintains all written and electronic records relating to IT assets, including a detailed inventory of physical equipment, software licensing, purchase and maintenance contracts, warranty information, vendor contact data, and Purchase Orders awaiting delivery or completed.
- Expedites warranty repairs by building a solid relationship and rapport with all hardware and software vendors. Tracks the RMA process until equipment is serviced and returned. Updates all affected inventory records and returns equipment into stock.
- Effectively manages requisitioning. Receives all purchase inquiries for IT equipment or software, completes Purchase Requisition, researches and attaches appropriate documentation, obtains the necessary signatures, and submits for processing according to procedure while working closely with purchasing teams.
- Maintains an organized IT Asset Management system that is fully documented and easily utilized by other IT personnel. Access to all information must be fully accessible in short order by authorized personnel without the direct intervention of the Inventory Specialist.
- Performs special projects as requested by the IT Director of Operation Support, the Customer Service Manager, and IT Leadership Teams as needed.
Minimum Qualifications:
- A Bachelor degree in Business Administration, Information Systems or other related field, or equivalent experience of 4 years working in an IT environment.
- Experience with Inventory Management Systems required.
- Demonstrated experience working with gaming and/or hospitality systems.
- Must be able to learn and use new systems, tools, and software and hardware effectively.
- Good organizational, verbal, and written communication skills. Ability to perform well in a fast-paced environment and meet deadlines is essential.
- Must be able to project a professional, positive, calm demeanor, while executing the essential duties of the position.
- Proven ability to work effectively within a technical environment.
- Must be detail-oriented and have excellent professional communication skills as this position deals with all levels of management as well as outside vendors.
- Ability to handle multiple assignments efficiently and effectively with minimal supervision.
- Ability to maintain confidentiality and assist with maintenance and revision of applicable protocols.
- Must be able to work independently or as part of a team.
- This position requires physical dexterity and the ability to lift up to 75 lbs.
- Expected to be on call 24/7.
Remarks: This job description is intended to be illustrative of the position's duties & should not be construed to be an exhaustive statement of the essential functions of the job.