Administrative Officer

Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Office of Emergency Management (OEM) collaborates with governmental and non-governmental partners to mitigate, plan, and prepare for emergencies; educate the public about preparedness; coordinate response and recovery efforts for emergencies and complex events; and develop tools and resources to support the City of Philadelphia's overall preparedness.

Job Description

Position Summary

OEM is seeking an Administrative Officer to coordinate and carry out initiatives on behalf of the OEM Director and Administrative Leadership Team. This role is responsible for ensuring the execution of the agency’s strategic goals, coordinating cross-functional initiatives, delivering consistent high-quality emergency management services, maintaining operational standards, and executing special projects. The Administrative Officer plays a key leadership role in ensuring organizational readiness and advancing emergency management programs, within and outside of OEM.

Candidates should possess a strong desire to work in a team-oriented, fast-paced, flexible, and professional public service environment, and a willingness to serve the public in the sixth-largest city in the nation. The ideal candidate is self-motivated, solutions-oriented, easily adapts, has diverse project management experience, anticipates needs, and brings a robust set of soft skills including integrity, diplomacy, communication, and persuasion.

Essential Functions

Under the direction of the OEM Director and in close coordination with the Executive Leadership Team, the Administrative Officer will perform a range of activities including, but not limited to, the following key functions:

1. Resource Management and Administrative Support
   • Collaborate with the Director and leadership team to develop, implement, and monitor strategic plans and policies, such as the annual baseline schedule and OEM Strategy, and use emergency management best practices to inform efforts.
   • Prepare budget and grant requests and associated reports. Provide guidance and expertise on the agency’s financial-related activity based on the parameters of individual funding sources and aligned with the agency’s vision.
   • Support administrative functions, including the hiring process, staff readiness efforts, and other workforce-supporting projects.
   • Seek opportunities for organizational improvement and implement solutions.
   • As required, supervise or manage teams on an incident, project, or permanent basis.
2. Maintaining Standards and Compliance
   • Engage with the entire agency’s work, ensuring compliance with organizational policies and objectives and local, state, and federal emergency management standards and regulations.
   • Develop and implement quality assurance measures to uphold high standards across all programs and recommend improvements to enhance service delivery.
   • Monitor legislative and regulatory developments affecting emergency management and advise on appropriate actions.
3. Special Projects and Initiatives
   • On the Director’s behalf, coordinate cross-functional efforts to execute time-sensitive and high-priority initiatives. This includes roles in events like declared disasters, National Special Security Events, and other priority projects of the Mayor, Managing Director, or Director.
   • Lead or support projects that are new to the agency or require additional capacity to advance the agency’s strategic objectives and address emerging needs.
   • Support the development, implementation, and evaluation of emergency management solutions in non-traditional emergency management applications to critical issues.
4. Interagency Coordination
   • Be a relationship manager and liaison to OEM’s entire network of local, state, federal, and non-governmental partners. This includes leading the delivery of emergency management facilitation services, like exercises and after-action reviews, to key initiatives in coordination with OEM program areas.
   • Manage the organization of the Emergency Management Council.
   • In support of the Director’s role on the Southeastern Pennsylvania Regional Task Force, provide project support.
   • Represent the Director in interagency meetings, committees, and public engagements as required.
   • Seek out additional strategic partnerships that are aligned with OEM’s mission.
5.  Crisis Management and Leadership
   • Serve on-call as an OEM Response Executive, managing the on-call team and overseeing the entire agency’s response and recovery roles during emergencies, disasters, and large planned events.
   • Find opportunities within OEM and across its partners to ensure operational readiness for Philadelphia’s risks.
   • Provide guidance and direction to staff, through modeling and coaching, to ensure effective decision-making and coordination.

Competencies, Knowledge, Skills and Abilities

COMPETENCIES

The ideal candidate:

• Exhibits high emotional intelligence and relies on interpersonal, leadership, diplomacy, and negotiation skills to accomplish work.
• Communicates clearly and thoroughly in writing and speaking, anticipating the needs of their audience.
• Pays keen attention to details to ensure standards are met, as well as find replicable best practices and to conduct root-cause analysis for improvement planning.
• Produces projects on-time and within scope based on a stated mission or objective and without significant oversight.
• Embraces challenges and provides viable solutions to project impediments.
• Exercises discretion to maintain confidentiality and in navigating sensitive topics with different audiences.
• Can apply technology to accomplish work, including Microsoft Office Suite, mapping software, web-based platforms for information management and display, and other mediums like audio-visual to convey information.
• Applies equity and inclusion lenses in all projects.

KNOWLEDGE

• Comprehensive understanding of emergency management principles, practices, and regulatory frameworks, including the National Incident Management System.
• Familiarity with local government operations, public safety agencies, and intergovernmental relations.
• Knowledge of budgeting, grant management, and resource allocation in a public sector context.
• Knowledge of project management and strategic planning tools and frameworks.

SKILLS

• Time management, self-motivation, and accountability: You know what needs to get accomplished and you are able to manage and prioritize your time to ensure you are meeting expectations. You aim to deliver early and you communicate when plans need to change or a breakdown in expectations occurs.  
• Problem-solving, critical thinking, and intuition: You are able to see the whole situation, seek and use existing frameworks for new problems, and conduct your own research to answer questions and propose viable solutions. When the script ends, you can quickly draw on multiple sources to have a plan.
• Communication and organization: You are methodical and consistent in how you organize and share information. This standard way of operating helps others to predict and organize their actions.
• Diplomacy and emotional intelligence: The nature of emergency management work presents tense situations due to time urgency, resource gaps, and competing priorities. You rely on interpersonal skills to navigate these situations and find a way to ‘get to yes’ as best as possible. You know that your power and authority come through collaboration.
• Service: You know that service can take many forms and that most acts of service go unrecognized. Helping a colleague or taking extra time to explain a complex subject to someone is standard practice for you.

ABILITIES

• Ability to manage multiple complex projects simultaneously and pivot quickly.
• Ability to operate in chaotic or uncertain environments.
• Ability to maintain effective working relationships and develop partnerships.
• Ability to coordinate diverse groups toward a common goal.
• Sound judgement and ethical, decisive decision-making.
• Ability to interpret regulations or policy and program requirements into workflows.
• Ability to lead strategic planning efforts to turn ideas into outcomes.

Qualifications

• Completion of a bachelor’s degree from an accredited college or university. Master’s level education is preferred, but not required. Desired focus includes but is not limited to business administration, public administration, management, or emergency management.
• Minimum of 7 years of relevant experience, or, 4 years of experience in emergency/crisis management, business continuity, public safety, or public administration, combined with graduate-level education.
• Minimum of 2 years management/supervisory experience is required.
• Minimum of 2 years project management experience is preferred.
• Familiarity with the City of Philadelphia is preferred.
• Professional certification in emergency management, project management, or business continuity is highly desirable.
• Experience engaging a diverse group of stakeholders through program planning and policy development is preferred.
• Experience developing, training, and exercising plans is preferred. 
• Experience with the National Incident Management System is preferred.
• Experience with disaster and relief operations is preferred.
• Experience planning and executing large events is preferred.

An equivalent combination of education and experience in a related field will be considered with approval by OEM and the Office of Human Resources.

LICENSES, REGISTRATIONS, AND CERITIFICATION

• Possession of a valid proper class motor vehicle operator’s license issued by the Commonwealth of Pennsylvania within six months of hire.
• Successful completion of FEMA Independent Study courses (IS 100, 200, 700, and 800) within the first month of appointment.
• Candidates will have access to secure public safety information. All selected applicants must undergo and successfully complete a background investigation as a condition of placement in this position.

Additional Information

OEM personnel are required to serve periodically in an on-call capacity which may require the following conditions of work: work outside of typical business hours or for extended periods of time; work during states of emergency; work in a field environment, in a 24/7 watch center, or during activations of Philadelphia’s Emergency Operations Center (EOC). Example on-call work environments include, but are not limited to, scenes with the following conditions: materials that are on fire; utilities that are compromised; compromised structures; scenes near hazardous materials storage that may be compromised; scenes in congregate living settings, or in or near crowds; scenes near downed vegetation or other debris; or scenes near flooding and water-damaged materials. All work is performed while donning a level of personal protective equipment that 1) is recommended by the incident safety officer and 2) for which OEM personnel have received training. Example on-call response tasks include, but are not limited to, the following: working at a computer or with a portable tablet; observing and documenting conditions remotely or in the field; staffing an incident command post; communicating with responders or survivors; operating vehicles up to your licensed class; staffing facilities for survivors; transporting materials; being near a site where a serious injury or loss of life has occurred; sitting, standing, walking, climbing, crawling, or lifting or carrying materials.

TO APPLY: Interested candidates must submit a cover letter, resume, and writing sample.

Salary Range: Starting at $105,000, commensurate with experience

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that  are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx