Finance and Administration Project Coordinator

Position SummaryThe City of Philadelphia, Managing Director’s 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 team-oriented, fast-paced, professional public safety environment, and a willingness to serve the public in the sixth largest city in the nation.Essential FunctionsThe 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 proposalsDeveloping and maintaining partnerships with a variety of stakeholders from local, state, and federal government as well as community-based organizations, non-profit 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 OEM’s 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 on-call capacity and are required 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). 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 on-call. Example on-call 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 water-damaged 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 on-call 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 outdoorsCompetencies, Knowledge, Skills and AbilitiesEffective 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).