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 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.

Job Description

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 monito