Job Description

Position Summary

The Administrative Coordinator will provide comprehensive administrative support to the

Managing Director’s Office (MDO) Administrative Services Unit (ASU). This position plays a key

role in ensuring the smooth operation of the unit by assisting with a wide range of functions,

including fiscal operations, human resources administration, and general administrative

services. The incumbent will be responsible for coordinating day-to-day office activities,

preparing and processing documents, maintaining records and reports, monitoring timelines

and deliverables, and facilitating communication between internal divisions and external

partners. The Administrative Coordinator will also assist with project tracking, procurement

and budgeting support, and staff onboarding activities as needed to ensure efficient and

consistent operations across the MDO.

Essential Functions

Duties include but are not limited to:

Administrative Coordination

• Involves various coordination of various administrative duties around the below areas: fleet/vehicles, conference and travel, accounts payable, procurement, contract management. Additional information provided below.

Fleet Management/Vehicle Usage

• Serves as the Fleet liaison for the Managing Director’s Office.
• Work with Office of Fleet Management to ensure proper adherence to routine vehicle maintenance.
• Ensure vehicles are routinely checked for cleanliness, both inside and outside.
• Coordinate/oversee cleaning.
• Coordinate MDO employee requests to use City vehicles to travel outside the City; work with Risk Management to approve such requests.
• Coordinate/oversee parking arrangements for City vehicles.
• Oversee/manage take-home requests or overnight requests as well as any other unique requests related to City vehicles.
• Ensures all MDO employees receive and review the City Vehicle Usage Policy.
• Work with Risk Management and MDO-HR Occupational Safety Officer to ensure driver’s license information is maintained and updated properly.
• Manage/coordinate, under the supervision of supervisory staff, parking for private cars.
• Conference and Travel Request
• Provide technical and administrative assistance for requests for travel.
• Receive and process approved requests for travel.
• Coordinate timely travel arrangements related to plane or train arrangements.
• When approved, process pre-paid hotel requests.
• Understand, explain, and provide guidance on the City’s travel policies.
• Assist with employee reimbursement preparation related to conference and travel.

Conference and Travel Request

• Provide technical and administrative assistance for requests for travel.
• Receive and process approved requests for travel.
• Coordinate timely travel arrangements related to plane or train arrangements.
• When approved, process pre-paid hotel requests.
• Understand, explain, and provide guidance on the City’s travel policies.
• Assist with employee reimbursement preparation related to conference and travel.

Accounts Payable

• Receives invoices and sends to responsible parties for review and approval.
• Processes invoices against purchase orders and encumbrance documents.
• Reviews invoice documentation to ensure invoices are presented accurately, match purchase order documentation or contract documentation, and are checked against available budgets or price lists.
• Verifies data on expenditures and encumbrances by matching documents (such as contract documents, purchase orders, and/or price lists) and contacting approvers, vendors, and/or contractors if necessary.
• Addresses and resolves any account discrepancies or improperly processed documents with the invoice approver.
• Ensures payments and expenditures are monitored and processed efficiently and accurately.
• Ensures payments are tracked appropriately to facilitate accurate and complete processing and support investigations into status inquiry.
• Ensure proper documentation of accounts payable records.
• Prepares regular reports on accounts payable function, such as the year-end accounts payable function and the prior year document review.

Procurement and Contracts Management

• Assist and support procurement and contracts management staff in review of procurement/contracting requests.
• Assist with review of contract documentation, including but not limited to scopes of services, budgets, contract terms and conditions.
• Assist with contract development and management.
• Assist with purchase order development and encumbrance management.

Human Resources

• Provide support to MDO human resources team in terms of special project coordination.

Depending on assignment, position can report to one of the following: Director of Fiscal Operations and Administration, Assistant Director of Administration, Accounts Payable Supervisor Human Resources Manager, Deputy Director of Human Resources,

Required Competencies, Knowledge, Skills, and Abilities

Includes but not limited to

• Must have knowledge in basic bookkeeping principles and practices
• Must have typing and data entry skills, along with proficiency with arithmetic computations
• Ability to learn the accounting procedures of the City as they apply to work assignments
• Ability to learn the human resources procedures of the City as they apply to work assignments
• Strong attention to detail
• Flexibility to both work independently and as part of a team
• Strong working knowledge in Microsoft Office Suite
• Strong communication and time management skills
• Comfort with operating a computer and learning new software
• Ability to maintain professional relationship with vendors, internal staff, and other external stakeholders.

Qualifications

• Associates degree.
• At least three years of administrative assistance experience.

We value diverse experiences and are open to flexible qualifications. If you are passionate about this role and meet some of the key criteria, we encourage you to apply.

Additional Information

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

Salary Range: $47,000 - $57,000

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