Fiscal and Project Tracking Manager

  • 1101 Market St, Philadelphia, PA 19107, USA
  • Full-time

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.

  Opportunities in Tech - Don’t wait for the future, shape it.

  Benefits - We care about your well being.

Agency Description

The mission of the Department of Public Health (“Health Department”) is to protect the health of all Philadelphians and to promote an environment that allows us to lead healthy lives.  We provide services, set policies, and enforce laws that support the dignity of every man, woman, and child in Philadelphia.  The Health Department is organized in the following divisions, each of which is responsible for providing service related to its name: AIDS Activity Coordinating Office, Air Management Services, Ambulatory Health Services, Childhood Lead Poisoning Prevention Program, Chronic Disease Prevention/Get Healthy Philly, Commissioner’s Office, Disease Control, Environmental Health Services, Human Resources, Laboratory Services, Maternal Child and Family Health Services, Medical Examiner’s Office.

The Department of Public Health’s Division of Chronic Disease and Injury Prevention is dedicated to helping Philadelphians enjoy long and productive lives free from disease, disability, and premature death. Our vision is a safe, smoke-free city where healthy eating and active living are easy choices for all residents.. Through partnerships with government agencies, community-based organizations, and academic institutions, Get Healthy Philly is working to promote healthy eating, active living, and a smoke-free existence.

Job Description

The Fiscal and Project Tracking Manager performs administrative and technical work planning, developing, analyzing, and maintaining a budget program for the Division of Chronic Disease Prevention, assists with tracking deliverables and risk assessment for programmatic work, and handles contract, procurement, and RFP work for the Health Commissioner’s Office.  An employee in this class supervises the maintenance of a system of cost associated with operating and/or capital budget preparation and the control of expenditures and reimbursements in accordance with program directives and other reporting requirements.  Supervising staff of technical departmental administrators, fiscal supervisory staff, city officials, and representatives from outside agencies is a significant aspect of the work. This position reports to the Director of the Division of Chronic Disease Prevention.

Essential Functions

CDP - Fiscal

  • Supervises and participates in the review of budget requests for accuracy, completeness, and conformance to instructions;
  • Monitors expenditures and encumbrances to identify potential overdrafts and surpluses; structures encumbrance documents to retain a sufficient balance of unencumbered funds to absorb emergency expenditures.
  • Tracks progress of contracts, administers contracts, and prepares reports to report on status of contracts
  • Coordinates payment of invoices associated with CDP contracts, including problem-solving as necessary with Accounting, Finance, Health Fiscal, Risk Management, or other City entities
  • Uses ACIS, FAMIS, ADPICS, or other systems to track and administer contracts, payments, and expenditures as necessary
  • Reviews contract applications from delegate agencies participating in programs administered by the city; evaluates contract applications for conformance to program guidelines; evaluates reasonableness of items requested and cost data provided; recommends changes and contract applications to delegate agencies to cover additional cost under program guidelines; supervises the monitoring of expenditures made by delegate agencies to insure adequate documentation and conformance to contract stipulation; approves and disapproves reimbursement of expenditures.
  • Prepares periodic reports on budget transactions, including reports on the status of budgetary accounts, and on expenditures made by contract agencies; prepares or directs the preparation of financial and other reports required by funding and monitoring agencies, or as needed.
  • Supervises a clerical staff and technical fiscal staff engaged in conforming contracts, maintaining accounts of budgeted allotments and records, reviewing invoices, typing and assembling the budget, and processing purchasing requisitions, invoices, and other fiscal documents; prepares a variety of periodic and special reports showing the status of budgetary allotments and forecast of expenditures.
  • Performs related work as required.

CDP – Project Tracking Management

  • Project tracking management (as time allows)
    • Implement use of program tracking software in collaboration with program staff
    • Track program budget expenditures based on project/task/deliverables 
    • Forecast risk and issues within projects and take corrective measurements  
    • Compare the planned deliverables to the actual outcome and review with program staff
  • Prepare quarterly project tracking management reports 

HCO - Contract management

  • Develops contracts by gathering required vendor, program, timeline, and financial information as needed; Modifies templates and exhibits
  • Interprets contract rules and regulations in coordination with department Contract Administrator as needed
  • Meets with HCO staff to determine necessary terms and provisions to be included in contracts, scopes of work, and budgets
  • Drafts contracts, scopes of work, and budgets for HCO contracts; Coordinates with relevant HCO staff and assures input and approval
  • Tracks contract expirations, allowable renewals, and deadlines to assure necessary contracts do not lapse
  • Participates in contract negotiations with Law and Risk Management for health-related contracts
  • Monitors contract and budgeting procedures to determine their compliance and effectiveness

HCO – Procurement

  • Understand Procurement and PHL Contracts processes to support HCO staff as needed, with special emphasis for purchase of IT and software items

HCO – RFP management

  • Tracks RFPs and prepares RFP materials well in advance of deadlines
  • Manages RFP processes, including posting to eContract Philly, developing RFP materials, convening and organizing review committee(s), and communicating with applicants and awardees

HCO – Monitoring expenditures

  • Monitors encumbrances for assigned contracts to assure spending is appropriate and adequate, and potentially unspent funds are used elsewhere as needed
  • Tracks progress of contracts, administers contracts, and prepares reports to report on status of contracts
  • Coordinates payment of invoices associated with assigned HCO contracts, including problem solving as necessary with Accounting, Finance, Health Fiscal, Risk Management, or other City entities
  • Uses ACIS, FAMIS, ADPICS, or other systems to track and administer contracts, payments, and expenditures as necessary

HCO – Other duties

  • Provides fiscal, contract, and other support to HCO as requested
  • Prepares reports or briefs as requested
  • Participates in occasional time-sensitive projects, including grant projects, complex fiscal reports, and forensic accounting projects

Qualifications

Qualifications (Education and Experience)

  • Completion of a Bachelor’s degree program in accounting at an accredited college or university. Masters Degree strongly preferred.
  • Three (3) years of accounting or budgeting experience supervising others in the analysis of budget requirements and expenditures and the preparation of budget requests in a large governmental jurisdiction, utility, or corporation.
  • Three (3) years of advanced level accounting or full-performance level budgeting experience planning, preparing, and maintaining division budgets.

Competencies, Knowledge, Skills and Abilities

  • Expert in Microsoft Excel, Access, Project, Word, and PowerPoint
  • Proficient in FAMIS, ACIS, and ADPICS
  • Knowledge of and ability to use databases, spreadsheets, and general ledgers
  • Detail oriented, strong financial and analytical skills
  • Ability to multi-task, organized, quick learner, and good communication skills
  • Ability to develop budgets, managing expenses, expenditures, revenue, and internal controls

Additional Information

Did you know?

  • We are a Public Service Loan Forgiveness Program qualified employer
  • Employees are eligible for a 25% tuition discount program (and sometimes spouses and dependents as well) in partnership with area colleges and universities
  • 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 

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 or send an email to [email protected] For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx

#LI-OHR