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 City of Philadelphia Law Department acts as general counsel for the entire City government structure. We provide legal advice to all City officials, employees, departments, agencies, boards, and commissions concerning any matters related to the exercise of their official powers.

The Law Department's civil practice includes unique issues involving public interest in business, health, safety, commerce, civil rights, taxation, and community development. We employ more than 240 attorneys and 100 professional staff to support seamless operations, reduce legal liability for the City, and challenge threats to quality of life impacting the taxpayers of Philadelphia.

We are an ever-evolving Department where all are empowered to reach their full potential, to collaborate with clients as true partners, and to see their work have real impact on the city of Philadelphia. We celebrate the diversity of our staff, the City’s workforce, and the residents whom we serve and promote an environment of comradery, accountability, and inclusiveness.

The Administrative Services Unit is the principal administrative and financial unit for the Law Department.  The Unit oversees the implementation of a $34 million departmental budget with over 340 employees.  The Unit also supports all Law Department staff in the areas of Human Resources, accounts payable and receivable, contracts management, purchasing, building management issues, IT, records retention, and mailroom operations.

The Law Department Administrative Services Unit (ASU) is seeking someone who is experienced in making teams more effective, coordinated, and impactful.  The Administrative Services Specialist will provide advanced support to the Director of Administration, who serves as the principal administrative officer for the organization, which will enable the ASU to nimbly respond to and implement key departmental priorities.  The Specialist will assist in the preparation and implementation of an approximately $34 million annual budget that supports over 340 employees, as well as a wide array of administrative and operational tasks.  

If you have administrative talents, enjoy supporting others, are motivated, proactive, and able to multitask, then this is the position for you.

Essential Functions

The Administrative Services Specialist should be able to work independently to ensure tasks are carried out including, but not limited to, the following: 

• 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
• Prepare or facilitate reporting on various budgetary and administrative metrics
• Initiate and monitor salary expenditure and other transfers
• Analyze and resolve budgetary problems and make recommendations
• Interpret fiscal policies and procedures
• Assist with annual citywide, departmental and single audits
• Support in processing of vendor invoices
• Responding to inquiries from internal and external stakeholders
• Drafting and editing correspondence
• Occasional support of human resources functions
• Perform related work as required

Competencies, Knowledge, Skills and Abilities

• Experience with developing and managing budgets and financial plans for large organizations or departments
• Microsoft Office Suite Software with focus on Excel
• City systems (FAMIS, ADPICS, ACIS, C and OnePhilly) recommended, but not required.
• Excellent communicator, written and verbal, to internal and external audiences
• Exemplary attention to detail
• Creative problem solver who is adept at building consensus
• Commitment to advancing diversity, equity, and inclusion
• Strong interpersonal skills
• Ability to work independently and think proactively
• Demonstrated ability to organize and prioritize multiple projects in a dynamic and complex environment, meeting and communicating around deadlines and successfully managing the daily workload.
• Ability to exercise sound judgment, discretion, and confidentiality
• Ability to represent the Department with professionalism and honesty, consistently acting in an ethical manner

Work-Life

The Law Department supports a robust work-life balance. Working hours are 37.5 hours per week, Monday through Friday.  Our team is currently hybrid with both virtual and in-office days.  The in-office requirement is 15 hours per week – essentially two days – or as otherwise needed, based on business needs, such as in-person hearings or client meetings.  Staff can opt to come into the office each day if desired.

• Education equivalent to an Associate’s degree or higher
• At least 2-5 years of work experience in organizational administration or related roles
• Experience working for the City of Philadelphia in an administrative role is desirable but not required.

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

Salary Range: Up to $71,349 - Commensurate with education and experience 

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 6 weeks of paid parental leave.
• 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.
• 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