Job Description

Position Summary

The Department of Commerce’s Finance and Administration team seeks a detail-oriented, solutions-driven Contracts and Financial Operations Manager to join the Finance and Administration team. This exempt role is responsible for supporting the department’s contracting processes and executing administrative and operational finance functions. The Contracts and Financial Operations Manager will play a critical role in optimizing workflows, enhancing internal controls, and ensuring timely contract execution and compliance.

This position serves as a key liaison between program staff, vendors, and internal City departments, while also supporting broader initiatives in project management, change management, and operational efficiency. The ideal candidate is a strategic thinker with strong technical knowledge of contract administration, public sector finance, and internal process improvement.

Essential Functions

• Oversee end-to-end contract lifecycle management, including planning, scope development, document preparation, and compliance monitoring.
• Serve as primary liaison with Procurement, Law, Finance, and program teams to ensure contracts are executed in a timely and compliant manner.
• Monitor vendor deliverables and contract timelines to minimize delays and maintain audit readiness.
• Ensure accurate and consistent use of City contract systems, including the Automated Contract Information System (ACIS), and maintain organized contract records.
• Identify bottlenecks in current contracting and administrative workflows and implement process improvements.
• Lead or support process mapping, documentation of standard operating procedures, and other initiatives that enhance internal efficiency and transparency.
• Partner with leadership and cross-departmental teams to manage organizational change, including training and communication strategies.
• Help develop and implement performance tracking tools related to contracts and administrative operations.
• Maintain contract, audit, and procurement schedules to support internal controls and timely reporting.
• Research and compile data for reports and presentations on departmental financial activity and vendor engagement.

Competencies, Knowledge, Skills and Abilities

• Strong understanding of contract development, execution, and compliance in a public or nonprofit setting.
• Knowledge of municipal procurement regulations, city cost principles, and financial systems.
• Experience with process improvement, change management, or workflow optimization initiatives.
• Proficiency in Microsoft Office, particularly Excel, Outlook, Word, and PowerPoint.
• Ability to interpret budgets, invoices, and financial data accurately and efficiently.
• Excellent communication, project management, and organizational skills.
• Ability to manage competing priorities in a fast-paced, mission-driven environment.
• Strong coordination skills with the ability to work across multiple departments, stakeholder organizations, and the public.
• Values and encourages diversity of thought, background, and perspective.
• Helpful, respectful, approachable, and team-oriented, building strong working relationships and a positive work environment.
• Receptive to constructive feedback and embraces positive change.
• Ability to work independently in a fast-paced, dynamic work environment.

Qualifications

• Bachelor’s degree preferred, ideally in public administration, business, finance, or a related field.
• 3–5 years of progressively responsible experience in contract management, administrative operations, or public sector finance required.
• Equivalent combinations of education, certification, and relevant experience will be considered.
• Familiarity with public procurement and city government processes is a plus.
• Project management or process improvement certifications (e.g., PMP, Lean Six Sigma, Prosci) are desirable but not required.

Additional Information

TO APPLY: Interested candidates must submit a resume and references.

Salary Range: $65,000 - $72,500

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