Boards and Commissions Manager

Company 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 mission of the Office of the Chief Integrity Officer ("CIO") is to uphold the public’s trust by ensuring that the City operates with fairness and integrity, uncompromised by conflicts of interest, political affiliation, favoritism, or other unfair considerations. Housed within the Mayor's Office, CIO works throughout the Executive and Administrative Branch striving to, among other things: support open, honest, transparent operations; provide guidance to the Mayor, City officials, employees, boards and commissions and vendors about applicable City ethics laws and policies, including the receipt of gifts; facilitate adherence to ethical standards, reporting, and operations; help monitor aspects of City procurement and contracting; support a comprehensive program for the identification, prioritization and management of compliance risk to proactively prevent wrongdoing; provide education on ethics rules and Mayor’s Executive Orders through employee trainings, communications and on its website: www.phila.gov/integrityworks; and improve transparency and accessibility to City information and open data.

Job Description

Position Summary

The Boards and Commissions Manager will be responsible for overseeing the effective management, compliance and coordination of all boards and commissions that fall under the jurisdiction of the City of Philadelphia. This role ensures that boards and commissions are properly staffed, onboarded, and offboarded, and that members comply with the city’s rules, regulations, and legal requirements. This role will ensure appointees comply with the City’s integrity and ethical standards, identify and mitigate conflicts of interest, and manage all related legal and administrative processes. Additionally, the Manager will analyze, strategize, and make recommendations for process improvements while ensuring alignment with the City of Philadelphia Home Rule Charter and other applicable laws and regulations.

This role is responsible for: helping to develop and maintain a structured process for reviewing, vetting, and recommending potential Board and Commission candidates. The position supports the primary functions of the office with a focus on boards and commission members, including: researching and proposing strategies for compliance tracking and management; developing and promoting resources, assessing and analyzing trends and policy improvements; providing guidance and assistance with filings; staying abreast of regulatory changes and developments. This position reports to the Deputy Chief Integrity Officer.

Essential Functions

Board and Commission Management:

• Ensure that all city boards and commissions are properly staffed and that members are appropriately onboarded and offboarded.
• Manage the appointment process for mayoral appointees to boards and commissions to ensure compliance with the City’s integrity and conflict-of-interest policies.
• Oversee the annual disclosure process for financial and personal interests to identify and address potential conflicts.
• Maintain accurate and up-to-date records of all boards and commissions, including membership lists, meeting schedules, and key documents.
• Developing an analysis and project plan for the proper administration, coordination and management of all functions related to Boards and Commissions.
• Assessing and establishing policies and procedures for recommendations to the Mayor.
• Serve as the primary point of contact for potential appointees, providing information about roles, responsibilities, expectations, and the consideration process

Selection Process Management:

• Oversee the selection process for new board and commission members, ensuring compliance with city guidelines and that appointees meet the necessary qualifications.
• Work closely with the Mayor’s Office and other stakeholders to manage the vetting and approval of candidates.
• Monitor and review appointee compliance with the City’s ethics rules, applicable laws, and the Home Rule Charter.

Compliance and Governance:

• Ensure that all boards and commissions adhere to relevant rules, regulations, and charter requirements, including transparency and public access guidelines.
• Monitor that meetings are properly announced, conducted in compliance with open meeting laws, and that their work products are accessible to the public.
• Knowledge of the principles and practices of governmental compliance

Onboarding and Offboarding:

• Manage the onboarding process for new board and commission members, providing necessary training on roles, responsibilities, and city guidelines.
• Coordinate the offboarding process to ensure a smooth transition when members complete their terms or step down.

Public Accessibility and Transparency:

• Ensure that the work of all boards and commissions is available to the public, including the posting of meeting minutes, agendas, and other relevant documents.
• Make sure that all meetings are properly announced in advance and open to the public in accordance with city laws.

Process Improvement and Strategy:

• Serve as the primary point of contact for all boards and commissions under the Mayor’s Office, providing administrative support and guidance as needed.
• Track the performance and activities of the boards, reporting regularly to the Chief Integrity Officer.
• Evaluate and update appointment and compliance processes to reflect changes in law, best practices, or policy.
• Develop and implement strategies to streamline operations, improve transparency, and enhance accountability within the boards and commissions framework.
• Identify gaps or inefficiencies in existing processes and recommend solutions for improvement.

Analysis and Reporting:

• Conduct ongoing analysis of boards and commissions, including membership diversity, compliance trends, and operational effectiveness.
• Provide regular updates and reports to the Deputy Integrity Officer, highlighting key risks, opportunities, and recommendations.

Stakeholder Engagement and Support:

• Serve as the primary liaison between the Mayor’s Office, the boards and commissions, and appointees, addressing inquiries and resolving issues as needed.
• Develop educational materials and conduct training for appointees on their responsibilities, ethical standards, and compliance requirements.
• Maintain strong relationships with key stakeholders to ensure the effective functioning of boards and commissions.

Required Competencies, Knowledge, Skills, and Abilities

Knowledge:

• In-depth knowledge of the structure, functions, and responsibilities of boards and commissions, including best practices for managing appointments, meetings, and compliance.
• Familiarity with city government operations, including charter requirements, public meeting laws (such as the Sunshine Act), and legal regulations governing public boards and commissions.
• Understanding of public policy processes, administrative procedures, and governmental rules that impact boards and commissions. This includes onboarding/offboarding protocols and ensuring legal compliance.
• Knowledge of legal requirements for public meetings, including advance announcements, public access, and the publication of meeting materials and outcomes.
• Understanding of document management and public records regulations, including requirements for maintaining accurate and accessible records for the public.

Skills:

• Strong organizational skills with the ability to manage multiple tasks and timelines simultaneously, ensuring timely onboarding/offboarding, meeting compliance, and transparency.
• Excellent verbal and written communication skills, with the ability to communicate effectively with a wide range of stakeholders, including city officials, board members, and the public. Ability to draft clear reports, announcements, and guidance documents.
• High level of attention to detail in tracking membership, meeting schedules, regulatory compliance, and managing documentation for multiple boards and commissions.
• Ability to identify potential issues with board governance, appointments, or compliance and develop solutions that ensure smooth operations.
• Skilled at building and maintaining relationships with key stakeholders across various city departments, boards, and commissions to ensure effective communication and collaboration.
• Strong skills in maintaining organized and accurate records for all boards and commissions, including membership rosters, meeting minutes, and compliance documentation.

Abilities:

• Ability to ensure that all boards and commissions comply with relevant city policies, public meeting laws, and transparency requirements, and that all work products are properly accessible to the public.
• Ability to manage multiple boards and commissions simultaneously, ensuring all meetings are announced, membership changes are processed efficiently, and all records are updated regularly.
• Ability to work independently and efficiently, without the need for supervision, while ensuring all responsibilities are fulfilled on time and within regulatory requirements.
• A commitment to public service and accountability, with the ability to ensure transparency and integrity in the governance of city boards and commissions.
• Ability to adapt to evolving regulatory requirements, board needs, and public demands, maintaining high performance under pressure and managing shifting priorities effectively.

Qualifications

Education: Bachelor’s degree in Public Administration, Political Science, Business, or a related field.

At least five years of experience in project management, compliance, board maintenance or closely related experience, preferably within a government or nonprofit organization.

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: $67,000 - $80,000

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 [email protected].

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