Finance and Administration Project Coordinator

Position Summary

The City of Philadelphia Managing Directors Office Office of Emergency Management (OEM) is seeking a Finance and Administration Project Coordinator. 

Under the direction of the Finance and Administration Program Manager the selected applicant will be responsible for coordinating purchasing contracting and coordinating Grant reporting in support of the Office of Emergency Management and its City State and Federal partners.   

Candidates for this position should possess a strong desire to work in a teamoriented fastpaced professional public safety environment and a willingness to serve the public in the sixth largest city in the nation.

Essential Functions

The Finance and Administration Project Coordinator is responsible for a range of activities including but not limited to the following:

• Developing contracts contract mechanisms and procurement mechanisms for services equipment and any other needs that can assist the Office of Emergency Management and/or its City partners in quickly and effectively preparing for and responding to emergencies and large special events.
• Working closely with City partners including Procurement Finance Budget Risk and Law to create applicable flexible and effective contracts and mechanisms to position OEM and/or its City partners to quickly and effectively obtain the services equipment and contracts needed to prepare for and respond to catastrophic events.
• Engage key stakeholders to support the development of scope of work and Request for proposals
• Developing and maintaining partnerships with a variety of stakeholders from local state and federal government as well as communitybased organizations nonprofit organizations and private entities.
• Liaising with City and partner finance and administration staff regularly including during emergency and disaster events for the timely and effective procurement of goods and services;
• Working within OEM and with OEMs partners to coordinate cost tracking and cost recovery for a variety of planned events and unplanned incidents.  
• Represent OEM and its commitment to City partners and help them develop the contracting mechanisms to better mitigate prepare for respond to and recover from an emergency.
• Successful completion of required courses to gain working knowledge of emergency planning and security procedures and best practices familiarization with primary stakeholders and other fundamentals of the practice of emergency management.
• Performing other work as required.
• Work may entail nights weekends and holidays.
• OEM personnel are essential and work during states of emergency or other city closures.
• All OEM personnel are required to serve in an oncall capacity and are required to work during nonbusiness hours for extended periods of time in a field environment and during activations of Philadelphias Emergency Operations Center (EOC). This is generally for a period of one week per month however during major emergencies disasters or special events employees will be required to work additional hours not only when oncall. Example oncall 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 waterdamaged 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 oncall 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 while in or outdoors

Competencies Knowledge Skills and Abilities

• Effective written and oral communication skills.
• Strong interpersonal leadership and negotiation skills.
• Ability to maintain effective working relationships and develop partnerships.
• Ability to coordinate diverse groups toward a common goal.
• Ability to interpret federal and state emergency management requirements and regulations.
• Knowledge of basic government accounting management and procurement procedures is preferred.
• General experience in contracting planning and/or policy development is preferred.
• Proficiency with Microsoft Office software (Word PowerPoint Excel Access).

Qualifications :

• Preferred Completion of a bachelors degree from an accredited college in business finance planning management policy public administration homeland security or related field.
• Prior experience with the development and implementation of municipal contracts and agreements.
• Two years job experience in a professional fulltime setting.
• Experience working within an emergency management or public safety agency is preferred but not required.
• Experience interpreting and executing federal and state guidance
• Experience coordinating large groups in collaborative longterm and recurring efforts is preferred.
• Familiarity with the City of Philadelphia is preferred but not required.
• An equivalent combination of education and experience in a related field will be considered pending approval by MDOOEM.

Other Requirements

• Possession of a valid proper class drivers license issued by the Commonwealth of Pennsylvania within six months of hire.
• Ability to physically perform the duties and work in the environmental conditions required of this position.
• Completion of mandatory training requirements within 3 months of hire.
• Ability to obtain a security clearance.

Additional Information :

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

Salary Range: $68671$72000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTAs 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 wellbeing 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 nonmedical nonemergency or patient facing positions with the City of Philadelphia. As a result only employees in positions providing services that  are patientfacing 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 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 ator send an email to

For more information go to: Human Relations Website: Work :

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