Job Description

Position Summary

Reporting to Operations Manager, the Administrative Assistant is a key part of the Mayor’s Office of Education staff with dual responsibilities for the Adult Education program and for the MOE Department.

The position will support the Adult Education program with contract management, partner Memoranda of Understanding and invoice processing and will provide administrative support to all Adult Education Philadelphia staff, including event planning and meeting coordination. They will proofread documents, PowerPoints, and all public-facing materials.

The Administrative Assistant will also support the Director of Operations, with responsibility for payment of invoices for MOE and will serve as a backup on key administrative functions including HR processing and procurement.

We are seeking a detail-oriented individual with exceptional communication, organizational and administrative skills This position will add administrative capacity and efficiency to several office operations such as invoicing, creating standard operating procedures, managing office supplies, updating and maintaining information of community-based partners in the resources list and more.

Essential Functions

Invoice processing and tracking

• Prepare and submit invoices for adult education and Mayor’s Office of Education programs

Human Resources processing

• Support operations manager in completion of HR processing functions including preparing and submitting position descriptions, tracking clearances, supporting onboarding of new staff including procuring computers, phones, badges and email access.

Support Adult Education Events

• Coordinate and distribute print materials
• Provide event and logistical support.
• Support communication with partners, as needed.
• Maintain communication with contracted providers and other stakeholders
• Support, coordinate, and participate in provider and partner network meetings as appropriate
• Support the Adult Education Senior Manager

Contracts

• Assist with the writing and development of external procurement opportunities.

• Manage proposals through the approval process prior to posting in the Automatic Computer Information System (ACIS).

• Assist the adult education team with contract execution which includes reviewing vendor proposals and Scope of Work (SOW) for contractual requirements and budget.

• Refine internal processes and procedures that address grant- and contract-specific requirements.

• In coordination with the Executive Director, work with partners in Finance and Law to ensure timely contract review and payment.

• Work with fiscal manager to develop quarterly and annual financial reports.

• Work with the MOE Finance Manager to verify expenditures to ensure eligibility and reimbursement under contract terms.

Other Functions:

• As assigned by Operations Manager.

Competencies, Knowledge, Skills and Abilities

Digital literacy

• Able to problem solve in a digital environment. Has demonstrated skills using Excel, Acrobat, and Microsoft Word, especially for proofing and formatting.

Efficient and Detail Oriented

• Can complete tasks efficiently and with minimal supervision. Can create standard processes and handle multiple projects at the same time.

Accounting or invoicing

• Experience initiating payments through centralized payment systems

Human Resources Administration

• Basic knowledge of human resource management including hiring processes.

Writing and proof-reading

• Good written skills. Pays attention to the details and sees the mistakes that others miss.

Qualifications

• 3-plus years of administrative assistant experience
• Experience with budgeting and expense tracking
• Advanced level Microsoft Suite skills
• Excellent proofreading skills
• Success in roles requiring execution of multiple tasks while responding to multiple priorities
• Efficient and detail-oriented
• Demonstrated ability to build and maintain relationships with people from diverse backgrounds
• Excellent organizational, verbal, and written skills

Additional Information

TO APPLY: Interested candidates must submit a cover letter and resume.

Salary Range: $50,000 - $58,000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation : City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

_ *The successful candidate must be a city of Philadelphia resident within six months of hire_

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx