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Fiscal and Contracts Manager at City of… · Philadelp…
Skills
Job Description
A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.
As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.
What we offer
- Impact - The work you do here matters to millions.
- Growth - Philadelphia is growing, why not grow with it?
- Diversity & Inclusion - Find a career in a place where everyone belongs.
- Benefits - We care about your well-being.
Agency Description
The Managing Director’s Office (MDO) is a cabinet-level office with oversight of the City’s operating departments. The MDO works with these departments to:
Create and successfully enact new policies.
Deliver efficient, effective, and responsive public services.
Implement the mayor’s vision.
The MDO oversees the following divisions:
Capital Program Office
Community Services
Community Safety
General Services
Health and Human Services
Office of Children and Families
Office of Transportation and Infrastructure Systems
Job Description:
Position Summary
The Fiscal and Operations ManagerSpecialist of Community Wellness and Recovery (Deputy Director) will serve in a support role for the Office of Community Wellness and Recovery (OCWR). OCWR leads Mayor Parker’s initiative to address the twin problems of homelessness and opioid crisis and provides leadership in developing, planning, and organizing programs focused on wellness and recovery. The initiative involves a $100M capital funding infusion (FY25 capital budget year) to spur development of a wellness campus to provide continued housing and supports for individuals working on recovery and sobriety.
The Fiscal and Operations ManagerSpecialist will oversee and manage fiscal operations related to community wellness programs and initiatives. This includes developing and managing program budgets, coordinating with partner departments, and ensuring that all financial aspects are aligned with organizational goals. The position Manager will also prepare detailed status reports, coordinate budget and fiscal activities, and handle contracts, purchase orders, and invoicing from vendors.
Additionally, this role will manage the entire contracting process, including RFPs/bids, in close collaboration with key city departments such as the Department of Behavioral Health and Intellectual Disability Services (DBHIDS), Office of Homeless Services, Philadelphia Department of Public Health, and the Department of Public Property. The Fiscal and Operations Manager will ensure compliance and efficiency across all fiscal operations and contract implementation while contributing to the successful execution of community wellness initiatives.
The Managerposition reports directly to the Executive Deputy Director.
Essential Functions
Develop and mManage budgets related to community wellness programs and initiatives, including but not limited to OCWR personnel and related personnel needs as well as contracted services
Monitor and manage program costs and ensure delivery within budgetary guidelines.
Prepare status reports, status summaries, and dashboards for presentation to mid- and senior-level management.
Perform cost/benefit analyses and develop options for leadership decision making.
Coordinate closely with City fiscal, operational, and programmatic staff to ensure compliance and timely project delivery.
Work with and manage relationships with coordinate fiscal staff for City vendors and service providers.
Draft scopes of work for new RFPs, bids, work orders, and other legal agreements
Working with partner departments (Procurement Department) to announce and advertise such contract opportunities
Manage full-cycle contract process as needed and/or collaborate with partner department on full-cycle contract process
Review and vet proposed scopes and budgets for all contracts associated with Wellness
Receive, review, and approve all contract invoicing, with careful attention to ensuring invoicing and invoiced services match budgeting.
Collect and analyze key performance indicators for each contract
Participate in grant seeking, including development of grant narratives and budgets
Participate in grants management
Work with OCWR leadership on additional revenue-generating opportunities that provide additional financial opportunities for the initiative.
Required Competencies, Knowledge, Skills, and Abilities
Knowledge:
Strong understanding of budgeting, financial reporting, and fiscal operations, including the development and management of program budgets.
In-depth knowledge of contract management processes, including RFPs, bids, vendor invoicing, purchase orders, and procurement regulations.
Knowledge of working with city departments and public health organizations, including fiscal regulations and operational requirements in government settings.
Familiarity with wellness programs and initiatives, particularly those related to behavioral health, homelessness services, and public health.
Familiarity with setting, tracking and analyzing key performance indicators
Strong working knowledge in Microsoft Office Suite
Skills
Expertise in developing, managing, and tracking budgets for large-scale community programs, ensuring fiscal responsibility and alignment with program goals.
Proficient in overseeing the entire contract lifecycle, including negotiation, execution, and vendor relations, ensuring compliance and cost-effectiveness.
Strong skills in analyzing financial data, preparing status reports, and making data-driven decisions to improve financial and operational efficiency.
Excellent written and verbal communication skills, capable of working effectively with internal and external partners, including city departments and vendors.
Skilled in coordinating fiscal activities across multiple departments and stakeholders to ensure smooth operations and project delivery.
Strong organizations skills and attention to detail
Strong interpersonal skills with the capacity to collaborate across diverse teams and city departments
Strong communication and time management skills
Abilities
Ability to strategically manage financial resources and fiscal operations, ensuring that community wellness initiatives are well-funded and delivered on budget.
Cross-Departmental Collaboration: Ability to work collaboratively with partner departments, such as DBHIDS and the Philadelphia Department of Public Health, ensuring alignment in fiscal operations and program goals.
Attention to Detail: Strong ability to manage detailed aspects of contracts, budgets, and fiscal operations, ensuring accuracy and compliance with regulations.
Problem Solving: Ability to identify and resolve fiscal and operational challenges efficiently, ensuring the successful execution of wellness programs and initiatives.
Time Management and Multi-tasking: Capability to manage multiple financial and operational responsibilities simultaneously, meeting deadlines and ensuring smooth coordination across departments.
Ability to effectively manage multiple projects, tasks, and priorities in a fast-paced environment
Flexibility to both work independently and as part of a team
Ability to manage multiple priorities
Qualifications:
Completion of a Bachelor’s degree program at an accredited college or university.
At least three to five years of work experience in fiscal operations, contract management, fiscal, budgeting, program development, program implementation, or similar relevant experience.
Experience with City of Philadelphia procurement and/or contracting a plus.
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: $87,000-$110,000
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