With a workforce of over 30,000 people, and opportunities in more than 1,000 different job categories, the City of Philadelphia is the fifth largest city in the United States and one of the largest employers in Southeastern Pennsylvania. As an employer, the City of Philadelphia operates through the guiding principles of service, integrity, respect, accountability, collaboration, diversity and inclusion. Through these principles, we strive to effectively deliver services, to resolve the challenges facing our city, and to make Philadelphia a place where all our residents have the opportunity to reach their potential. 

Agency Descriptions:

The mission of DBHIDS is to improve the health status of Philadelphians in need of behavioral health and/or intellectual disability services. This is accomplished through an emphasis on recovery and resilience-focused behavioral health services, as well as an emphasis on self-determination for individuals with intellectual disabilities. Our goal is to help individuals realize their goals and attain the highest quality of life possible. We work with persons recovering from mental health and/or substance use, individuals with intellectual disabilities, families, and service providers to ensure that high quality services are accessible, effective and appropriate. We are committed to developing a system of care that is data-driven, employs evidence-based practices, promotes cultural competence and eliminates health care disparities.

As the Executive Assistant to the Deputy Commissioner, this position assigns, directs, coordinates, and tracks specific work efforts and projects in accordance with directives and guidelines of the Deputy; meets with departmental executive staff to define and clarify goals and objectives; follows through on implementation of organizational and procedural changes; and coordinates the activities of divisions and subdivisions of DBHIDS related to the requirements of the Deputy. This position drafts documents for the Deputy and serves as a liaison to division heads, administrators, and other City and non-City executives; maintains the Deputy’s schedule; answers and directs correspondence addressed to the Deputy; and performs related work as required.

The Executive Assistant will be expected to perform complex and diverse support duties including but not limited to the exercise of independent judgment, the utilization of technical skills, and proficient knowledge of activities, procedures and protocols specific to DBHIDS. The Executive Assistant must be able to maintain confidentiality of all information

Salary: $55k/yr - $65k/yr.

Primary Functions:

• Assist with scheduling and monitoring of calendars and room reservations
• Develop and organize meeting materials including power point presentations
• Provide logistical support for meetings
• Organization and management of all written and verbal communications of the Deputy Commissioner
• Report preparation
• Record minutes at meetings
• Respond to queries from other departments and stakeholders
• Organize project documents and files
• Assist in the planning and execution of special projects
• Analytical problem solving
• Other duties as assigned

Secondary Functions (induced but not limited to):

• Clerical and administrative supports
• Preparation of mailings
• Development of announcements, meeting invites and flyers, etc.
• Format letters, memorandums and reports from rough draft to final copy
• Seek opportunities to enhance productivity and/or contain or reduce costs
• Screen and prioritize mail in conjunction with the Director, appropriate distribution, preparing response and acknowledgement
• Provide support to other Division Senior/Executive Management staff as needed
• Available to supervise clerical support staff, distribution of work and performance evaluations as needed
• Responsible for assessment of needs and implementation of strategies to address daily operational issues
• Maintenance of electronic files

• High School Diploma required; College Degree preferred or relevant professional education
•  A minimum of five years’ experience as an Executive Assistant preferred
•  Minimum of 1-2 years working at a supervisory level in a professional environment preferred

Competencies, Knowledge, Skills and Abilities

• Comprehensive knowledge base in administrative support and office management reflecting an understanding of historic, current and future trends in office management/support services, as well as, the necessary managerial techniques and skills to apply that knowledge
• Understanding of and ability to follow written and oral instructions
• Ability to adapt and be flexible in changing priorities
• Carry out assignments requiring the organization of materials and the development of procedures
• Supervisory experience
• Ability to effectively multi-task
• Must be focused and able to present ideas effectively, both orally and in writing
• Ability to establishes and maintain effective working relationships with representatives of departmental and agency leadership, staff, and stakeholders.
• Proficient in computer software applications (Word, Excel, PowerPoint, Program Management Software, etc.)
• Preparation of spreadsheets/PowerPoint presentations
• Excellent written and oral communication skills
• Ability to make sound decisions where several courses of action are presented
• High level of interpersonal skills to manage sensitive and confidential information

Successful candidate must be a city of Philadelphia resident within six months of hire.

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

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