Finance and Administration Project Coordinator

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 (MDO-OEM) is the coordinating agency for emergency management activities in the City of Philadelphia. Through an integrated emergency management program, MDO-OEM works to mitigate, plan, and prepare for emergencies; educate the public about preparedness; coordinate emergency response and recovery efforts; and develop tools and identify resources to support the overall preparedness of the City of Philadelphia.

All OEM personnel must be City residents within six months of hire and are required to serve periodically in an on-call capacity on field response teams. OEM staff also periodically work during non-business hours for extended periods of time, as needed in a field environment, and during activations of Philadelphia’s Emergency Operations Center (EOC).

Job Description

Position Summary

The City of Philadelphia, Managing Director’s Office - Office of Emergency Management (OEM) is seeking a Finance and Administration Project Coordinator. 

Under the direction of the Finance and Administration Program Manager, the selected applicant will be responsible for coordinating purchasing, contracting, and coordinating Grant reporting in support of the Office of Emergency Management and its City, State, and Federal partners.   

Candidates for this position should possess a strong desire to work in a team-oriented, fast-paced, professional public safety environment, and a willingness to serve the public in the sixth largest city in the nation.

Essential Functions

The Finance and Administration Project Coordinator is responsible for a range of activities including, but not limited to, the following:

• Developing contracts, contract mechanisms, and procurement mechanisms for services, equipment, and any other needs that can assist the Office of Emergency Management and/or its City partners in quickly and effectively preparing for and responding to emergencies and large special events.
• Working closely with City partners, including Procurement, Finance, Budget, Risk, and Law to create applicable, flexible, and effective contracts and mechanisms to position OEM and/or its City partners to quickly and effectively obtain the services, equipment, and contracts needed to prepare for and respond to catastrophic events.
• Engage key stakeholders to support the development of scope of work and Request for proposals
• Developing and maintaining partnerships with a variety of stakeholders from local, state, and federal government as well as community-based organizations, non-profit organizations and private entities.
• Liaising with City and partner finance and administration staff regularly, including during emergency and disaster events, for the timely and effective procurement of goods and services;
• Working within OEM and with OEM’s partners to coordinate cost tracking and cost recovery for a variety of planned events and unplanned incidents.  
• Represent OEM and its commitment to City partners and help them develop the contracting mechanisms to better mitigate, prepare for, respond to, and recover from an emergency.
• Successful completion of required courses to gain working knowledge of emergency planning and security procedures and best practices, familiarization with primary stakeholders, and other fundamentals of the practice of emergency management.
• Performing other work as required.
• Work may entail nights, weekends, and holidays.
• OEM personnel are essential, and work during states of emergency or other city closures.
• All OEM personnel are required to serve in an on-call capacity and are required to work during non-business hours for extended periods of time in a field environment and during activations of Philadelphia’s Emergency Operations Center (EOC). This is generally for a period of one week per month, however, during major emergencies, disasters, or special events, employees will be required to work additional hours, not only when on-call. 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.
• During times of disaster, work assignments, schedules, and reporting structures may be altered to meet the incident objectives.
• Ability to physically perform the duties during and outside of normal business hours while in or outdoors

Competencies, Knowledge, Skills and Abilities

• Effective written and oral communication skills.
• Strong interpersonal, leadership, and negotiation skills.
• Ability to maintain effective working relationships and develop partnerships.
• Ability to coordinate diverse groups toward a common goal.
• Ability to interpret federal and state emergency management requirements and regulations.
• Knowledge of basic government accounting, management, and procurement procedures is preferred.
• General experience in contracting, planning, and/or policy development is preferred.
• Proficiency with Microsoft Office software (Word, PowerPoint, Excel, Access).

Qualifications

• Preferred - Completion of a bachelor’s degree from an accredited college in business, finance, planning, management, policy, public administration, homeland security, or related field.
• Prior experience with the development and implementation of municipal contracts and agreements.
• Two years job experience in a professional, full-time setting.
• Experience working within an emergency management or public safety agency, is preferred, but not required.
• Experience interpreting and executing federal and state guidance
• Experience coordinating large groups in collaborative, long-term, and recurring efforts is preferred.
• Familiarity with the City of Philadelphia is preferred, but not required.
• An equivalent combination of education and experience in a related field will be considered pending approval by MDO-OEM.

Other Requirements

• Possession of a valid proper class driver’s license issued by the Commonwealth of Pennsylvania within six months of hire.
• Ability to physically perform the duties and work in the environmental conditions required of this position.
• Completion of mandatory training requirements within 3 months of hire.
• Ability to obtain a security clearance.

Additional Information

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

Salary Range: $68,671-$72,000

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