Assistant Financial Manager - City of Philadelphia

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) manages and oversees the operations of the City. Working with five Cabinet-level Deputies, operational oversight is divided into specific departmental clusters: Community Services, General Services, Arts, & Events, Health & Human Services, Public Safety & Criminal Justice, and Transportation, Infrastructure, & Sustainability.

The Capital Program Office (CPO) is a newly created office within the Office of the Managing Director’s purview, responsible for capital planning and implementation for a number of City agencies, including but not limited to Philadelphia Parks and Recreation, Police, Fire, Prisons, Health, Office of Homeless Services, Fleet, The Free Library and Public Property. CPO is assigned to work with the City Planning Commission, Budget Office and client departments in the creation of the annual capital budget and capital program, by evaluating proposed capital projects in terms of cost, schedule of work, timetable for completion, utility and practically as well as benefit to the City and compliance with the priorities of the Administration. The CPO oversees the engineering and architectural functions for, and otherwise is responsible for implementing projects set forth in the City’s current and future capital budgets and programs.

The Assistant Financial Manager will assist with tracking revenues; processing financial transactions such as encumbering funds and reviewing and approving payment requests; producing reports for funders and other stakeholders; coordinating with PIDC, Finance, and the Controller's Office; and helping to carry out the City’s commitment to ensure that vendors are paid quickly. Coordination with PIDC is required as many of the day to day financial transactions will be managed by PIDC in its role as the fiscal agent for bond funds used by the CPO.

Essential Functions

Responsibilities of the position include but are not limited to the following:

Financial Management

• Review payment requests and invoices for adherence with City and CPO budgets; and approve financial aspects of payment requests (e.g., validate funding codes and payment request totals and sub-totals).
• Track operating and capital budget expenditures by revenue source and delivery method.  Ensure that they are accurately included in the Dynamics financial system managed by PAID.
• Initiate daily transactions such as funding certification requests, encumbrances, work orders, payment review and approval, and liquidations of capital and operating budget funds.
• Assist with financial oversight, analysis, and reporting using a variety of systems including City and PAID financial systems.
• Assist with production of regular and ad hoc analyses to support budget development and performance measurement and improvement processes and as needed.

Budget Development

• Support production of the financial portions of the annual Project Statement.
• Assist with portions of City operating and capital budget development.

Financial Reports and Documents

• Assist with Production of financial reports as required for various stakeholders including donors, the Office of the Director of Finance, City Council, office staff, and the general public.
• Work with the Finance Manager to provide any information needed for the City budget, Five-Year Plan, Capital Program, fixed asset accounting system, or other plans or reports.

Oversight and Accountability

• Carry out/ ensure compliance with systems and procedures for financial management, tracking & reporting.
• Assist with the documentation needed for auditing purposes or other third-party reviews of CPO finances.

Competencies, Knowledge, Skills and Abilities

• Attention to Detail and Organization – strong organization skills; careful about details; thorough in completing tasks; able to meet deadlines; persistent in pursuit of goals; able to prioritize work and handle multiple priorities simultaneously
• Adaptivity – able to manage change in challenging and complex projects, be resourceful and a self-starter with the flexibility both to work independently and as part of a team; able to work under limited supervision
• Collaborative – able to establish and maintain effective working relationships with internal and external stakeholders (other departments, partners and sponsors, the public, civic and business officials); willingness to take direction and follow instructions
• Digital Proficiency – able to use online applications and software, including established City systems
• Effective Communication – strong interpersonal skills; track record of building effective relationships with people from diverse backgrounds
• Critical Thinking – able to use sound and accurate judgement and think creatively to resolve complex problems; able to multi-task under tight deadlines
• Flexibility – Ability to thrive in a start-up situation with evolving conditions and priorities; able to operate in an “all-hands-on-deck” environment; eager to contribute to the success of CPO, even when tasks may fall outside of core responsibilities
• Availability – able and willing to travel locally for meetings, program trainings, and events; able and willing to work occasional evenings and weekends as needed

• Bachelor’s Degree in an area relevant to this employment opportunity, such as Finance, Accounting, or Public Administration is preferred
• 1-2 years professional, relevant experience preferred
• Familiarity with City of Philadelphia financial and contract management systems is preferred but not required
• Proficiency with Microsoft Office products in general and expertise with Excel in particular
• Requirements:
• Philadelphia residency within six months of hire
• Valid PA driver’s license and ability to travel locally
• Interested candidates must submit a resume and cover letter
• Successful candidate must be a city of Philadelphia resident within six months of hire.
• Possession of a valid proper class motor vehicle operator’s license as issued by the Commonwealth of Pennsylvania prior to and during tenure of employment.

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

Salary Range: $49,000 - $62,000  

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 6 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