Job Description

Position Summary

The Finance & Administrative Program Manager is the agency lead for a range of administrative and acquisition activities. The Program Manager is responsible for coordinating with partners at Finance, Budget, and Procurement with a focus on disaster recovery and resilience. Additionally, the Program Manager will supervise all grants management including the Homeland Security Grant Program, which funds some of the Office of Emergency Management salaries and programs. Any and all grants to be supervised and managed under this position will be in support of OEM’s mission, and will be limited to emergency planning and response; they will be primarily Department of Homeland Security/FEMA Grants, as well as some State/PEMA Grants, to include HMEP, HMRF, and EMPG.

Candidates for this position should possess a strong desire to work in a team-oriented, fast-paced, professional public safety environment, and a willingness to serve the public in the sixth largest city in the nation. The successful candidate for this position will assist with the development, strategic planning, implementation, and evaluation of an integrated program to support the preparedness, response and recovery efforts related to cyber incidents in Philadelphia.

Essential Functions

Under the direction of the Deputy Director of Strategy Engagement and Administration, the Finance and Admin Program Manager is responsible for a range of activities including, but not limited to, the following:

Primary responsibilities:

• Collaborate with other teams and departments throughout the City, including the Mayor’s Office, Managing Director’s Office, Law Department, and Finance Department to support OEM recovery planning efforts to include mutual aid agreements, emergency procurement, and cost recovery
• Financial and programmatic liaison with various City agencies as end-users of various Grant-funded assets and projects, ensuring appropriate Grant compliance for assets and activities
• Respond to City, State, and Federal on-site and virtual audits and monitoring of Grant funding received by OEM
• Coordinate cost tracking across OEM and other City agencies for planned and unplanned events and incidents in anticipation of reimbursement or monitoring requests
• Serve as the financial liaison with the State Administrative Agent (SAA) Grants Management Office and Southeastern Task Force Fiduciary Agent Finance staff
• Compile data and complete all required reports and documentation for each active grant

Disaster response and recovery functions for potentially federally declared disasters:

• Brief agency administration personnel on all incident-related business management issues
• Attend planning sessions on financial and cost analysis matters
• Coordinate the establishment of financial (cash accounts, invoices, billings, contracts, etc.) and administrative (filing, stationary supplies, etc.) systems
• Liaise with Logistics Section Chief for preparation of equipment and service contracts and rentals and with the Planning Section Chief for specialist contracts.
• Coordinate accounting for food, equipment, wages, accommodations, and travel for response team and auxiliary personnel
• Prepare financial and administrative status reports

Competencies

• Understanding of government and appropriate laws and authorities governing Municipal, County, State and Federal public safety and law enforcement activity and needs.

• Strong interpersonal skills

• Effective oral and written communication skills

• Strong leadership and negotiation skills

• Professional conduct and accountability

• Proven time-management skills

• Ability to maintain confidentiality and to establish a “need to know” with partners

Knowledge, Skills and Abilities

• Financial and program auditing and monitoring skills
• Superior accounting skills
• Ability to work independently
• Ability to multitask effectively
• Ability to maintain effective working relationships and develop partnerships
• Ability to coordinate diverse groups toward a common goal
• Ability to complete tasks and projects in a timely manner
• Ability to contribute and coordinate work in a team
• Ability to interpret federal and state emergency management requirements and regulations
• An exhaustive knowledge of federal grant restrictions, guidance, rules and reporting requirements (including but not limited to 44 CFR and 2 CFR)
• Proficiency with Microsoft Office software (Word, PowerPoint, Excel, Access, Outlook) and ability to use other web-based platforms for information collection and submission.

Qualifications

Education and Experience

• Completion of a bachelor’s degree from an accredited college or university in with course work in finance, management, planning, economics, accounting, business or public administration, or a closely related field
• Experience working within an emergency management or other public safety organization
• Familiarity with the City of Philadelphia and/or the SEPARTF is preferred
• Experience interpreting and executing federal and state guidance is preferred
• Experience coordinating large groups in collaborative, long-term, and recurring efforts
• An equivalent combination of education and experience in a related field will be considered with approval by MDO-OEM and the Office of Human Resources.

Licenses, Registrations, and Certification

• Possession of a valid proper class motor vehicle operator’s license issued by the Commonwealth of Pennsylvania within six months of hire
• Successful completion of FEMA Independent Study courses (IS 100.a, 200.a, 700.a, and 800.b) within first month of appointment
• Candidate will have access to secure public safety information. All selected applicants must undergo and successfully complete a background investigation as a condition of placement in this position

Other requirements

• Full-time residency within the City of Philadelphia geographic boundaries required within six months of hire. There are no exceptions to this policy
• OEM personnel are essential, and work during states of emergency or other city closures.
• OEM personnel are required to serve periodically in an on-call capacity which may require the following conditions of work: work outside of typical business hours or for extended periods of time; work during states of emergency; work in a field environment, in a 24/7 watch center, or during activations of Philadelphia’s Emergency Operations Center (EOC). Example on-call work environments include, but are not limited to, scenes with the following conditions: materials that are on fire; utilities that are compromised; compromised structures; scenes near hazardous materials storage that may be compromised; scenes in congregate living settings, or in or near crowds; scenes near downed vegetation or other debris; or scenes near flooding and water-damaged materials. All work is performed while donning a level of personal protective equipment that 1) is recommended by the incident safety officer and 2) for which OEM personnel have received training. Example on-call response tasks include, but are not limited to, the following: working at a computer or with a portable tablet; observing and documenting conditions remotely or in the field; staffing an incident command post; communicating with responders or survivors; operating vehicles up to your licensed class; staffing facilities for survivors; transporting materials; being near a site where a serious injury or loss of life has occurred; sitting, standing, walking, climbing, crawling, or lifting or carrying materials.
• During times of disaster, work assignments, schedules, and reporting structures may be altered to meet the incident objectives.
• Ability to physically perform the duties during and outside of normal business hours

Additional Information

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

Salary Range: $80,000 - $90,000 - Commensurate with education and exerience

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