Job Description

Position Summary

The Program Assistant is a critical member of the PHL Taking Care of Business (TCB) team, supporting the success of the team in creating impact for Philadelphians through the TCB program. The Program Assistant assists the PHL Taking Care of Business team in fulfillment of their tasks and completes administrative details as assigned in furtherance of the goals of the program and the Commerce Department.

Essential Functions

• Assist with meeting scheduling in support of the Deputy Director and the TCB Team as a whole.
• Provide support, including database and file management, reports, and recommendations for program efficiencies on all PHL Taking Care of Business programs.
• Maintain a contact database within the Quickbase work platform, including data entry and cleanup, entering contacts and business information, and entering/cleaning data specific to PHL Taking Care of Business programs.
• Coordinate onboarding of new staff including scheduling desk detailing, ensuring computers and supplies are available.
• Serve as contact person for PHL Taking Care of Business programs.
• Assist PHL-Taking Care of Business program staff to coordinate workforce development participant progress tracking and certifications, using Quickbase and other tools.
• Manage Commerce vehicle(s) by coordinating with Office of Fleet Management for servicing and repairs.
• Manage incoming and outgoing mail.
• Assist staff with travel coordination, reimbursements, and event expenses.
• Gathers information for staff presentations.
• Assist TCB team with event logistics and execution.
• Other duties as assigned.

General Duties of all PHL Taking Care of Business unit staff:

• Contributing information and recommendations to strategic plans and reviews for PHL Taking Care of Business program.
• Preparing and implementing action plans for PHL Taking Care of Business programs.
• Resolving problems and determining system improvements.
• Preparing project presentations and reports using all appropriate software.
• Drafting status reports, talking points, statements and other written work product as needed.
• Other duties as assigned.
• Minimal night and weekend work may be required.

Competencies, Knowledge, Skills and Abilities

• High School degree or equivalent is required.
• Minimum of five years advanced level clerical or administrative experience. An Associates or Bachelor's Degree may be substituted for two years of experience.
• Verbal, written, and computer communication skills are essential.
• Familiarity with web-based databases or Customer Relationship Management platforms is essential.
• Proficiency in Microsoft Suite products. MS Word and Excel are essential.
• Strong interpersonal skills with demonstrated ability to work with individuals across different disciplines.
• Ability to communicate and/or experience working with ethnically and economically diverse population
• Candidates must be energetic, well organized, flexible and convey a positive attitude and strong work ethic.
• Strong time management and organizational skills, including attention to detail and abilities to prioritize tasks and keep multiple tasks moving simultaneously.
• Ability to learn departmental functions, operations, and organizations and make judgmental decisions where several courses of action are presented.
• Proficiency in a language other than English such as Spanish, Mandarin, Cantonese, Vietnamese, Khmer, Arabic, French, Russian or Portuguese is a plus.

Qualifications

• High school degree or equivalent is required; an associate’s degree or bachelor’s degree is a plus but not required.
• Three years of experience in program administration or other administrative roles, one year of which shall have been at the full performance level.
• OR any equivalent combination of education and experience determined to be acceptable by the Deputy Commerce Director.

Additional Information

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

Salary Range: $57,000-$65,000

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