Executive Assistant

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 Budget Office, operating under the authority of the Director of Finance as established by the Philadelphia Home Rule Charter of 1951, is responsible for developing, executing, and monitoring the City’s annual operating and capital budgets. The Budget Office plays a crucial role in translating the Mayor’s policy priorities into a comprehensive financial plan, ensuring the effective and efficient allocation of City resources. This includes conducting financial analysis, forecasting revenues and expenditures, and providing budgetary guidance to City departments. As a key component of the Director of Finance’s oversight of the City’s finances, the Budget Office works collaboratively with all City departments to promote sound fiscal management and ensure the City’s financial stability within the established fiscal year of July 1st to June 30th.

Job Description

Position Summary

This role supports the City’s Budget Director and Budget Office Deputies with complex scheduling and critical administrative tasks. The employee in this role demonstrates professionalism and confidentiality when handling sensitive matters and provides critical administrative, clerical, and operational support to the entire Budget Office.

Essential Functions

• Schedule meetings and prepare materials for meetings throughout the year, including during busy seasons tied to the annual budget cycle, as well as with individuals inside and outside of the government throughout the year.
• Work closely with other administrative professionals across the City to address administrative challenges, including complex scheduling for the respective City executives supported by administrative colleagues across the City.
• Under direction from colleagues in Budget, prepare, disseminate, and collect Word and Excel templates from City departments at key budget process intervals.
• Support the tracking of departmental responses at key milestones in the annual budget process and conduct follow-up as needed.
• Keep reports and correspondence and demonstrate confidentiality when handling sensitive reports and documents. 
• Screen phone calls and external outreach for the Director, handles inquiries from internal and external staff, and conducts research to refer issues to the appropriate unit for disposition.  
• Serve in a liaison capacity with other departments and City officials. 
• Provide administrative, clerical, and operational support and related work to the Budget Director and Budget Office Deputies as required.

Competencies, Knowledge, Skills and Abilities

• Knowledge of communications and public relations principles and practices used in the preparation and dissemination of informational materials in all types of media. 
• Excellent analytical, verbal and written communication skills with the ability to support drafting templates, sharing materials with offices, and screening documents as they are returned to the Budget Office.
• Knowledge of modern communication principles and practices. 
• Proven success in developing collaborative relationships and, ability to think critically and analyze information.
• Professionalism and judgment, as well as ability to apply critical thinking and tactfully handle various situations, using the highest level of diplomacy and customer service. 
• Excellent project management and ability to pay strict attention to detail while remaining focused and working in situations that may involve multiple interruptions. 
• Ability to multi-task as needed, particularly during peak budget season (December through May).

Qualifications

• Education is equivalent to the completion of the 12th school grade.
• 4 years of clerical experience, 2 years of which have been reporting to a 2nd level supervisor.
• Any equivalent combination of education and/or experience determined to be acceptable by the Office of the Director of Finance, which has included completion of 12th grade and 2 years of clerical experience as a minimum.

Additional Information

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

Salary Range: $60,000 - $70,000 

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