Administrative Officer

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 Emergency Management (OEM) collaborates with governmental and non-governmental partners to mitigate, plan, and prepare for emergencies; educate the public about preparedness; coordinate response and recovery efforts for emergencies and complex events; and develop tools and resources to support the City of Philadelphia's overall preparedness.

Job Description

Position Summary

OEM is seeking an Administrative Officer to coordinate and carry out initiatives on behalf of the OEM Director and Administrative Leadership Team. This role is responsible for ensuring the execution of the agency’s strategic goals, coordinating cross-functional initiatives, delivering consistent high-quality emergency management services, maintaining operational standards, and executing special projects. The Administrative Officer plays a key leadership role in ensuring organizational readiness and advancing emergency management programs, within and outside of OEM.

Candidates should possess a strong desire to work in a team-oriented, fast-paced, flexible, and professional public service environment, and a willingness to serve the public in the sixth-largest city in the nation. The ideal candidate is self-motivated, solutions-oriented, easily adapts, has diverse project management experience, anticipates needs, and brings a robust set of soft skills including integrity, diplomacy, communication, and persuasion.

Essential Functions

Under the direction of the OEM Director and in close coordination with the Executive Leadership Team, the Administrative Officer will perform a range of activities including, but not limited to, the following key functions:

1. Resource Management and Administrative Support
   • Collaborate with the Director and leadership team to develop, implement, and monitor strategic plans and policies, such as the annual baseline schedule and OEM Strategy, and use emergency management best practices to inform efforts.
   • Prepare budget and grant requests and associated reports. Provide guidance and expertise on the agency’s financial-related activity based on the parameters of individual funding sources and aligned with the agency’s vision.
   • Support administrative functions, including the hiring process, staff readiness efforts, and other workforce-supporting projects.
   • Seek opportunities for organizational improvement and implement solutions.
   • As required, supervise or manage teams on an incident, project, or permanent basis.
2. Maintaining Standards and Compliance
   • Engage with the entire agency’s work, ensuring compliance with organizational policies and objectives and local, state, and federal emergency management standards and regulations.
   • Develop and implement quality assurance measures to uphold high standards across all programs and recommend improvements to enhance service delivery.
   • Monitor legislative and regulatory developments affecting emergency management and advise on appropriate actions.
3. Special Projects and Initiatives
   • On the Director’s behalf, coordinate cross-functional efforts to execute time-sensitive and high-priority initiatives. This includes roles in events like declared disasters, National Special Security Events, and other priority projects of the Mayor, Managing Director, or Director.
   • Lead or support projects that are new to the agency or require additional capacity to advance the agency’s strategic objectives and address emerging needs.
   • Support the development, implementation, and evaluation of e