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 Sustainability (OOS) is within the portfolio of the Managing Director’s Office of Transportation, Infrastructure, & Sustainability.   Also included in this portfolio are the Streets Department, the Water Department, and the Office of Complete Streets.

OOS works with partners around the city to improve quality of life in all of Philadelphia neighborhoods through addressing environmental justice, reducing the city’s carbon emissions, and preparing Philadelphia for a hotter and wetter future.  

• Our Climate Resilience team builds resilience to climate change and advances environmental justice by understanding and communicating climate risk and developing programs, policies, and place-based strategies that reduce risk, protect residents, address historic injustice, and improves quality of life.
• Our Environmental Justice team advances environmental justice through education, policy advising, directly resourcing frontline communities, and supporting the resident-led Environmental Justice Advisory Commission.
• Our Climate Solutions team advances Philadelphia’s citywide equitable clean energy transition to meet climate goals through building energy benchmarking and performance policies and is developing an energy poverty alleviation strategy through Inflation Reduction Act funding opportunities.
• Our Municipal Energy Office reduces the City’s carbon footprint through strategic management of its energy portfolio by reducing energy use, using smart procurement, and increasing the use of renewable sources.

More information about the functions of OOS can be found at: Office of Sustainability | Homepage | City of Philadelphia.

The Office of Sustainability is seeking someone who is experienced in making teams more effective, coordinated, and impactful.  The Administrative Manager will provide advanced support to the Director of the Office of Sustainability under guidance from the Deputy Director, Energy Services & Operations. The Manager will serve as the principal administrative officer for the organization and will enable 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 $2 million annual budget that supports over 20 employees and contracted staff. The position requires a working knowledge of a wide array of 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

The OOS Administrative manager should be able to work independently to ensure the principle administrative functions of the office are carried out, while proposing bigger picture process improvements to help the office function more smoothly. The key process areas include:  

• Procurement:
  • Serve as the OOS main point of contact for procurement-related requests including purchase orders, bids in PHLContracts, confirming orders, software licenses, and equipment.
  • Coordinate with centralized City Procurement Department and fellow OOS staff to resolve issues/discrepancies with the procurement process.
  • Designated OOS point of contact to work in conjunction with OOS project managers and centralized departments on contract renewal and amendment processes.
• Invoicing and Payments:
  • Maintain and monitor contract, invoice, and associated files.
  • Process and track all staff reimbursement requests.
  • Process invoice payments for initiatives against purchase orders, professional services contracts, or direct payments.
• Budget:
  • Assist with the preparation of the departmental operating budget.
  • Maintain budget tracking to ensure all fiscal data is current.
  • Monitor encumbrances against contracts and overall funding availability.
  • Participate in budget and fiscal related meetings.
  • Coordinate closely with Managing Director’s Office Administrative Services Unit staff.
  • Prepare or facilitate reporting on budget metrics and assist with auditing when necessary.
  • Coordinate with grants management staff to track grant funds and related expenses.
• Office management:
  • Serve as the point of contact for administrative announcements and collecting information from staff.
  • Order and maintain office supplies and equipment.
  • Assist with event planning, including venue booking, and logistics.
  • Coordinate and maintain facilities as needed.
  • Serve as the OOS administrative representative to other City department requests as needed, including Office of Economic Opportunity Officer, Language Access Coordination, Continuity of Operations Coordination, Open Records Requests, etc. 
  • Assist with the onboarding of new staff (including technology setup, building pass, etc.).
  • Other 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

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.

• Associate 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.

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

Salary Range: $65,000 - $78,500

Discover the Perks of Being a City of Philadelphia Employee:

• 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
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Enjoy a Free Commute on SEPTA - Starting September 1, 2023, eligible City employees will no longer have to worry about paying for SEPTA public transportation. Whether you're a full-time, part-time, or provisional employee, you can seize the opportunity to sign up for the SEPTA Key Advantage Program and receive free Key cards for free rides on SEPTA buses, trains, trolleys, and regional rails.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

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

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that  are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

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