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 the Chief Administrative Officer (“CAO”) works to modernize city government and improve the efficiency, effectiveness, equity, and accessibility of City services by strengthening the city’s administrative functions and enabling resident-facing departments to evaluate, plan, and continually improve their service delivery.

This position will specifically support the Operations Transformation Fund (OTF). The OTF is a $10 million internal City fund which is investing in transformative municipal projects over two fiscal years (through June 30, 2023). Across different City departments, OTF projects are implementing people-centered and sustainable solutions that focus on efficient and equitable service provision to benefit Philadelphians. The CAO provides ongoing support to the OTF project teams, including technical assistance in service of successful project implementation, professional development opportunities, and bimonthly activities as a cohort.

CAO is seeking a well-organized and detail-oriented Administrative Analyst who can provide high quality administrative support for the Operations Transformation Fund on a part-time basis (ideally through June 2023).  Reporting to the Operations Transformation Fund (OTF) Program Officer, the Administrative Services Analyst will be expected to complete a variety of financial, administrative, and analytical tasks to support the Operations Transformation Fund. Responsibilities include completing financial transactions in the City’s systems for managing procurement and invoices, data entry, tracking, analysis and reporting, coordination and other support related to the administration and management of the Operations Transformation Fund. This is a results-oriented individual with strong organizational and communication skills that works well with others and can prioritize projects and accomplishing tasks on time and with attention to detail, accuracy and thoroughness. 

While the primary responsibilities of this position are administrative, there are opportunities to support the OTF in other ways depending on the candidate’s interest and skill set, such as through additional analytical activities.

We expect this person to work 10-20 hours per week, depending on the volume of work at the time. This position is not guaranteed to extend beyond June 30, 2023. Applications will be reviewed on a rolling basis.

Duties and Responsibilities

The Administrative Analyst’s responsibilities include, but are not limited, to the following:

• Manage the timely completion of financial transactions for all projects and activities funded by the OTF, including:
• Processing invoices, including reviewing, preparing, and/or posting payment vouchers;
• Resolution of procurement and payment issues such as invoice discrepancies;
• Creating purchase orders and tracking follow up.
• Maintenance of accurate electronic records of all of these activities;
• Maintain updated information about OTF budgets.
• Track and analyze monthly status updates and other reports and information to support regular performance management related to OTF progress, including tracking key performance indicators and other metrics related to the administration of the OTF overall as well as individual OTF-funded projects.
• Support administration of electronic systems and processes related to the OTF, including in Microsoft Office and online project/performance management software.  
• Send professional communications regarding administrative information and coordinate any necessary follow up.
• Follow, refine and/or establish detailed administrative procedures to accomplish work requirements.
• Assist in preparation of various reports, presentations, and meeting materials to support OTF communications and performance management.
• Perform research as necessary, as assigned, to answer questions and identify solutions to problems.
• Performs other duties as required.

Knowledge, Skills and Abilities

• Ability to use efficient learning techniques to acquire and apply new knowledge and skills.
• Ability to prioritize multiple tasks, work efficiently within time constraints and deadlines, and handle stressful situations.
• Ability to work independently to successfully resolve difficult or complex clerical, administrative, and analytical tasks and problems.
• Possess superior editing, writing, and communication skills.
• Ability to effectively and appropriately communicate via Teams and by email.
• Detail-oriented.
• Strong interpersonal skills with the capacity to collaborate across diverse teams and city departments.
• Proactive, critical thinker, and problem solver.
• Self-starter with flexibility to both work independently and as part of a team.  
• Excellent time management and organizational skills.
• Adaptable and able to effectively prioritize needs and resources.
• Fluency in Microsoft Office Suite, particularly in Word, Power Point and Excel.

Required:

• Experience with data entry and managing complex administrative tasks.
• Experience with data analysis.
• Completion of an Associate’s degree program, or equivalent certificate program, at an accredited college or university.  Bachelor’s degree preferred.
• Three years or more of applicable work experience.

Preferred:

• Experience working with online project management/productivity tools.
• Experience working in a large governmental environment. 
• Knowledge of City of Philadelphia financial administration and/or procurement processes.
• Knowledge of other City of Philadelphia organizational practices and processes.

Equivalent combination of relevant education and experience may be substituted as appropriate.

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

Hourly Rate: $20-$30/hour based on experience

Did you know?

• We are a Public Service Loan Forgiveness Program qualified employer
• 25% tuition discount program for City employees (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

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

Please note that effective September 1, 2021 the City of Philadelphia is requiring all new employees to present proof of vaccination against COVID-19. 

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