Administrative Services Specialist - Administrative Services Unit

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 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.

Job Description

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) re