OTIS Administrative Manager

  • 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.
  • Benefits - We care about your well-being.

Agency Description

The Office of Transportation, Infrastructure and Sustainability (OTIS) directs the policies and practices that improve quality of life in all of Philadelphia’s communities through safe and sustainable infrastructure. OTIS leads a portfolio of departments, including Streets TransportationStreets Sanitation, the Office of Sustainability, and Philadelphia Water Department (PWD), to provide cost-effective quality services with a focus on the resident.

The Office of Sustainability (OOS) works with partners around the City to improve quality of life in all Philadelphia neighborhoods, reduce the City’s carbon emissions, and prepare Philadelphia for a hotter, wetter future.  OOS is responsible for implementing Greenworks Philadelphia, the City’s comprehensive sustainability plan and houses the Energy Office and the Food Policy Advisory Council.

Job Description

The Office of Transportation, Infrastructure and Sustainability (OTIS) is seeking someone who understands the power of effective local government to change thousands of lives for the better and is experienced in making teams more effective, coordinated and impactful.  The OTIS Administrative Manager will provide advanced support to the Deputy Managing Director and senior leadership of OTIS as well as to the Office of Sustainability (OOS). The Manager will serve as the principal administrative officer for the organization and will enable OTIS and OOS to nimbly respond to and implement key administration priorities for transportation and sustainability.  The Manager will be responsible for the implementation of an approximately $5 million annual budget that supports over 40 employees and contracted staff. The position requires a working knowledge of a wide array of government functions, operations, and advanced knowledge of the organization and culture of City government.   

If you have administrative talents, enjoy supporting others, and want to help create a more vibrant, sustainable, and safe Philadelphia, then this is the position for you.

Essential Functions

  • Serve as the budget officer for OTIS and OOS.  This involves budget writing, forecasting, accounting, and management of accounts payable and receivable. 
  • Monitor and analyze fiscal information, operational issues and other trends for impact at OTIS, OOS and related departments.  Provide this analysis to senior leadership and work with them to develop successful strategies.
  • Responsible for contracts and grants administration, accounts payable, and related tasks.
  • Work with OTIS and OOS leadership to develop and measure key performance indicators (KPIs) and develop and distribute relevant reports.
  • Oversee hiring and human resource duties.  Support OTIS and OOS leadership to hire and retain a diverse and inclusive workforce.  Serve as a liaison to the Managing Director’s Office HR staff.
  • Serve as the OTIS representative to other City departments on all administrative matters.  This includes such tasks as Training Coordination, Office of Economic Opportunity Officer, Language Access Coordination, Continuity of Operations Coordination, Open Records Requests, etc.
  • Provide professional assistance and project management on various duties as assigned.

Competencies, Knowledge, Skills and Abilities

  • Experience with developing and managing budgets and financial plans for large organizations or departments
  • Demonstrated ability to excel in fast-paced and fast-growing organizations with strong, diverse, and ambitious cultures
  • Excellent communicator, written and verbal, to internal and external audiences
  • Creative problem solver who is adept at building consensus
  • Exemplary attention to detail
  • Able hold self and peers accountable for deliverables and deadlines while maintaining a collegial and respectful work relationship
  • Ability to exercise sound judgment, discretion, and confidentiality
  • Working knowledge of human resources practices and City administrative processes and procedures
  • Working knowledge of the City of Philadelphia organizational structure, budgeting processes and procedures
  • Strong working knowledge of Word, Excel, Outlook, PowerPoint, and other common software applications


Qualifications (Education and Experience)

  • Associate’s degree required, Bachelor’s degree preferred.  Degrees such as business, finance, public administration, or public policy could adequately prepare the candidate for this position.
  • At least 5 years of work experience in organizational administration or related roles.  Experience in the following fields is particularly relevant: non-profit, management consulting, Federal, local, or state government (including the military), business administration, higher education administration or operations.
  • Experience working for the City of Philadelphia in an administrative role is desirable.

OTIS recognizes that a person’s past, their education and experience, does not define their future.  If you think you would be successful in this position despite not meeting all of these qualifications please apply and explain in your cover letter why you would make a great Administrative Manager for OTIS.

Additional Information

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

Salary Range: $65,000 - $75,000 

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