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 (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.

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. The successful candidate for this position will assist with the development, strategic planning, implementation, and evaluation of an integrated emergency management program to support preparedness, response, recovery, and mitigation efforts. 

Work-Life

Working hours are generally 37.5 hours per week. Our team is currently hybrid with both virtual and in-office days, however the position can opt to come in the office each day if desired. OEM personnel will be required to serve in an on-call capacity which may require work outside of typical business hours, for extended periods of time, during states of emergency, in a field environment, in the 24/7 watch center, and during activations of Philadelphia’s Emergency Operations Center (EOC).

Essential Functions

Under the direction of the Finance and Admin Program Manager, the Grant Program Coordinator is responsible for a range of administrative and acquisition activities including, but not limited to, the following:

• Procurement with Grant funding

• Tracking a high volume of simultaneous procurements.
• Shepherding equipment and service requests through a bureaucratic procurement process.
• Ensuring procurements follow all local, State, and Federal guidelines.

• Assisting with administrative documents:

• Tracking contract deliverables & invoicing.
• Conducting equipment tracking and inventory management.
• Sole Source procurements.
• Requests for Proposals.
• Contract and contract amendment reviews.
• Supporting with research and tracking from inception to execution.
• Managing equipment procurement submissions & Authorized Equipment List validation.
• Researching vendors.

• Grant requests and guidance:

• Crafting Investment Justifications.
• Tracking workgroup and subcommittee budget allocations.
• Crafting appropriate PEMA Division of Grants Management forms upon request.
• Researching allowable grant activities and costs.
• Maintaining a solid knowledge of the federal Core Capabilities.

• Cooperating and coordinating with various stakeholders at the City, State, and Federal level to help administer Grant funding.
• Crafting internal policies and procedures as needed.
• Maintaining shared files in an organized and available manner.
• Performing other duties as assigned by the Grant Program Manager.

Competencies, Knowledge, Skills and Abilities

• An understanding of Commonwealth government and appropriate laws and authorities governing Municipal, County, State and Federal public safety and law enforcement activity and needs. Including the City of Philadelphia, Pennsylvania Emergency Management Agency (PEMA), and the Federal Emergency Management Agency (FEMA).
• Strong interpersonal skills.
• Ability to communicate effectively both orally and in writing.
• Ability to work as a team leader and team member.
• Strong leadership and negotiation skills.
• Ability to problem solve creatively.
• Ability to interpret federal and state emergency management requirements and regulations.
• Ability to coordinate diverse groups toward a common goal.
• Ability to maintain effective working relationships and develop partnerships.
• Strong time management skills: ability to carry out orders with precision and speed.
• Ability to make decisions quickly and accurately.
• Able to perform efficiently under pressure.
• Ability to handle multiple tasks and/or projects simultaneously with minimal direction or supervision.
• Ability to maintain organization and prioritization of a variety of tasks and data.

• Completion of a bachelor’s degree from an accredited college or university in with course work in public safety, management, planning, economics, finance, accounting, business or public administration, operations research, healthcare, political science or a closely related field.
• Familiarity with emergency services within the City of Philadelphia is preferred.
• One year minimum of project management experience.
• Experience working within a government setting is preferred.
• Experience working with intergovernmental grant programs and reimbursements is preferred.
• Experience with FEMA and/or Emergency Management Grants is preferred.

Licenses and Certifications

• Possession of a valid proper class motor vehicle operator’s license issued by the Commonwealth of Pennsylvania within six (6) months of start date and throughout tenure with the City of Philadelphia.
• Successful completion of FEMA Independent Study courses (IS 100.a, 200.a, 700.a, and 800.b) within first month of appointment.

Other requirements

• ­OEM personnel will be required to serve in an on-call capacity which may require work outside of typical business hours, for extended periods of time, during states of emergency, in a field environment, in the 24/7 watch center, and during activations of Philadelphia’s Emergency Operations Center (EOC). Example environments include but are not limited to scenes where materials are on fire, around compromised utilities, around compromised structures, near hazardous materials storage that may be compromised, in congregate living settings, in/near crowds, near downed vegetation or other debris, or near flooding and water-damaged materials. All work will be performed while donning a level of personal protective equipment recommended by the incident safety officer and that you are trained on. Example tasks include working at a computer, observing and documenting conditions, 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/carrying materials. OEM personnel are essential workers.
• ­ All OEM personnel are “emergency managers first.” During times of disaster, work assignments, schedules, and reporting structures may be altered to meet the incident objectives. Full-time residency within the City of Philadelphia geographic boundaries required within six months of hire. There are no exceptions to this policy.
• ­Ability to physically perform the duties during and outside of normal business hours.

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

Salary Range: $62,500

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