Administrative Manager

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 Transportation, Streets Sanitation, Office of Sustainability, and the Philadelphia Water Department (PWD), to provide cost-effective quality services with a focus on the resident.

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. The Manager will serve as the principal administrative officer for the organization and will enable OTIS 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 to 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, 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 leadership to develop and measure key performance indicators (KPIs) and develop and distribute relevant reports.
• Oversee hiring and human resource duties.  Support OTIS 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 so