Operations Coordinator

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.
•   Opportunities in Tech - Don’t wait for the future, shape it.
•   Benefits - We care about your well-being.

Agency Description

The Office of Community Empowerment and Opportunity (CEO) provides leadership on issues of economic justice by advancing racial equity and inclusive growth to ensure that all Philadelphians share in the city’s prosperous future and by alleviating the immediate impact of poverty on individuals, families, and communities.  CEO is Philadelphia’s Community Action Agency (CAA); CAAs are private or public agencies created by the 1964 Economic Opportunity Act and federally designated to receive Community Services Block Grant (CSBG) funding.

CEO’s Guiding Principles

• We believe city government has the responsibility to provide opportunities to and promote the well-being of all citizens while representing their best interests.
• We believe the people of Philadelphia deserve the opportunity to live happy, healthy, and full lives.
• We believe people can offer meaningful insights into both their personal experiences and how the systems around them function.
• We believe poverty is a systemic issue and city government can lead in dismantling the barriers that often prevent opportunities.

CEO’s Values

• Dignity: How we treat the community we serve is reflective of how we treat each other.
• Inclusivity: People at all levels of CEO are invited to participate in every way.
• Persistence: When we get discouraged, we find ways to lift each other up and push forward.
• Accountability: We are transparent and honest about our plans, our actions, and our results.

Honesty: We create a safe space without judgment to have healthy and honest dialogue about systems, people, and misconceptions.

Job Description

CEO is seeking an Operations Coordinator to plan, direct, and coordinate a variety of support services for 30+ exempt employees. Primary responsibilities include facilitating a large volume of procurement transactions for goods and services, fleet management, inventory maintenance, record retention, and facilities management. An ideal candidate is results-oriented, works well with others, accomplishes tasks on time and with attention to detail, and who is accurate and thorough. The Operations Coordinator serves as the department's liaison to the City’s central procurement and fleet management agencies, establishes work relationships and resolves a variety of procurement problems through central procurement and departmental officials.  The Operations Coordinator reports to the Director of Operations in CEO.

Essential Functions

• Receives requisitions and supply requests; reviews requisitions for content and conformance to City and departmental procurement policies and procedures; determines the most cost-efficient method of procuring commodities and services.
• Seeks proposals and bids from vendors and suppliers in accordance with standard City Procurement Department policies and applicable provisions of the City's Home Rule Charter.
• Maintains electronic records of purchase order requisitions and balances of accounts.
• Prepares purchase requisitions and contracts for office equipment, furniture, and supplies.
• Resolves requisition problems such as delivery delay and discrepancies in billings and contacts vendors to determine progress of specific requisitions.
• Maintains departmental records of vendor billings and payments.
• Prepares reports showing status and progress; determines methods and procedures to improve requisitioning.
• Maintains inventory records and r