Logistics Operations & Equipment Coordinator - 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 Office of Emergency Management (OEM) works to mitigate, plan, and prepare for emergencies; educate the public about preparedness; coordinate emergency response and recovery efforts; and develop tools and identify resources to support the overall preparedness of the City of Philadelphia.  

Position Summary 

OEM is seeking a Operations and Equipment Coordinator for its Logistics Program to ensure the City of Philadelphia and regional partners maintain a high state of operational readiness through coordination, communication, and vigilance. Candidates for this position should possess a strong desire to work in a fast-paecd, professional public safety environment, and a willingness to serve the public in the sixth largest city in the nation.  

To ensure the overall readiness of the City and OEM, the Operations and Equipment Coordinator will assist in ensuring that all OEM managed equipment, supplies, facilities, and vehicles remain in a constant state of operational readiness.  This entails ensuring all resource and equipment and used and maintained in accordance with guidance of its funding source and that policies and procedures are developed, trained, and followed.  

This position is additional responsible for developing user guides and training to ensure OEM personnel are well-versed in the assembly and operations of OEM equipment. This position is also responsible for identifying and developing deployment plans for mixed inventories of OEM equipment to best support emergency response within the City of Philadelphia. Finally, this position will support the activation of OEM logistics functions during planned and unplanned events, to include the deployment and management of OEM equipment and logistics duties in the field, Emergency Operations Center, or alternate site.  

Successful candidates must be City residents within six months of hire and are required to serve as members of on-call field response teams with 24-hr response requirements during their rotation. OEM staff also periodically work during non-standard hours for extended periods of time, in austere field environments, and during activations of the Philadelphia Emergency Operations Center. This may include nighttime, weekends, holidays, and during adverse weather. A valid Pennsylvania Driver’s License is required within six months of hire.  

Essential Functions 

Under the direction of the Logistics Program Manager, the Operations and Equipment Coordinator is responsible for a range of administrative and physical activities including, but not limited to, the following: 

• Coordinate the ongoing maintenance, organization, storage, and testing of OEM equipment and facilities as required by manufacturer’s instructions and organizational policy.  

• Ensure accountability of OEM equipment by performing annual inventory and quarterly audits and ensure consistent check-in / check-out procedures. Ensure that Warehouse Asset Management system accurately reflects current inventory.  

• Develop policies, plans, and procedures for the maintenance and deployment of OEM owned equipment and vehicles and review for updates on a biennial basis.  

• Develop and document pre-deployment packs of routine assets scoped by mission type to reduce equipment deployment times in emergent circumstances.  

• Create and maintain proficiency among OEM staff in the use of commonly used OEM equipment by developing and maintaining a suite of guidebooks and training scenarios with annual reviews.  

• Coordinate and facilitate regular, on-going staff training on equipment, vehicles, and OEM Warehouse operations on a recurring basis.  

• Support the identification of OEM owned equipment for planned or unplanned needs to support incident stabilization, resolution, and recovery. 

• Work to ensure that planned equipment purchases by the Office of Emergency Management integrate with and augment existing capabilities, as well as ensuring equipment purchases can be supported and feasibly operated.  

• Establish and maintain relationships with various public and private sector partners that support the daily operations of the OEM Logistics program 

• Support planned and unplanned emergency functions of the Logistics Program in the Warehouse, the field, the Emergency Operations Center, or other identified field locations. 

• Conduct other special projects and assignments, as assigned.  

Competencies, Knowledge, Skills and Abilities 

• Strong interpersonal, leadership, and negotiation skills. 

• Strong oral and written communication skills. 

• Strong critical thinking and problem solving skills. 

• Strong time management skills 

• Experience in project and organizational management 

• Sound judgement and ethical decision making. 

• Professional conduct and accountability 

• Ability to operate in chaotic or uncertain environments. 

• Ability to maintain effective working relationships and develop partnerships. 

•  Ability to contribute and coordinate in a team environment. 

• Ability to multitask effectively. 

• Ability to interpret federal and state emergency management requirements and regulations. 

• Working knowledge of various equipment types including: portable radios, small motor equipment, standard and specialty vehicles and trailers, portable HVAC and power equipment, and mass care equipment. 

• Ability to obtain specialty certifications after hire, including Commercial Driver’s License and forklift operator.  

• Proficiency with Microsoft Office software (Word, PowerPoint, Excel) and ability to use other web-based platforms for inventory management, incident management, and mass communication as it relates to on-call responsibilities.  

Education and Experience 

• Completion of a bachelor’s degree from an accredited college preferred. 

• Experience working within an emergency management or other public safety organization is preferred. 

• Experience in supervision and project management. 

• Familiarity with the City of Philadelphia is preferred. 

• Experience working in outdoor environments for prolonged periods is preferred. 

• Experience developing, training, and exercising tactical plans is preferred. 

• Experience with the National Incident Management System is preferred. 

• Experience with disaster and relief operations is preferred. 

• Experience planning and executing large events or mobilizing resources is preferred. 

• An equivalent combination of education and experience in a related field will be considered with approval by 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 

• OEM personnel will be required to serve in an on-call capacity to work during non-business hours for extended periods of time in a field environment and during activations of Philadelphia’s Emergency Operations Center (EOC). OEM personnel are essential. 

• Full-time residency within the City of Philadelphia geographic boundaries required within six months of hire. There are no exceptions to this policy. 

• Ability to physically perform the duties during and outside of normal business hours. 

• A driving record check will be conducted. 

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

Salary Range: $68,761

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.

Interested candidates should apply through Smart Recruiters:  

Any questions related to this position should be directed to Lydia Furst, Chief Deputy City Solicitor, Affirmative & Special Litigation Unit (lydia.furst@phila.gov). 

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx