Director of Administration

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 Department of Revenue is to collect tax and non-tax revenue due to the City and tax revenue due to the School District of Philadelphia while providing service to customers that is fair and efficient and ensuring that the City provides services that the residents can see, touch, and feel. The Department's revenue collections enable the Administration to invest in the Mayor's strategic priorities, including housing, education, and making Philadelphia the safest, cleanest, and greenest big city in the nation with economic opportunity for everyone.


Job Description

This is a senior-level management position responsible for leading the Department of Revenue's core fiscal and administrative operations. The role reports directly to the Deputy Revenue Commissioner for Administration


This position provides oversight of budget coordination, procurement, mail operations, facilities management, administrative services, and safety functions. The Director ensures that operational and fiscal activities are aligned with the Department's mission to maximize revenue collection while delivering efficient, high-quality service to Revenue staff. Hiring and Training functions are managed separately, allowing this role to focus on operational execution, fiscal discipline, and employee and labor relations. The position supports a large, complex organization and plays a key role in maintaining operational stability, accountability, and performance excellence.


The position provides Human Resource services to over 640 employees in three major divisions: Tax Revenue, Water Revenue and Legal Service. It also oversees a $77 Million budget, including a $22 Million Grants Revenue Fund. Through directors and a total staff of approximately 50 employees, the Officer is responsible for oversight of the following functions within the Administration Division:


Human Resources

• Provide oversight and guidance on employee relations matters, including performance management, attendance, and workplace concerns

• Partner with HR and Labor Relations to ensure consistent application of policies, union agreements, and disciplinary processes

• Support management in handling grievances, workplace investigations, and employee concerns

• Serve as a liaison with union leadership to promote collaboration, transparency, and effective issue resolution

• Reinforce a culture of fairness, accountability, and respect while maintaining operational continuity

• Ensure workforce practices align with departmental goals and minimize disruption to service delivery

Financial and Budget Operations

• Support oversight of the Department's operating and grant-funded budgets, ensuring alignment with citywide fiscal policies and departmental priorities

• Monitor expenditures, contracts, payroll activity, and encumbrances to ensure budget availability and cost control

• Provide analysis on budget performance, identify variances, and recommend adjustments to leadership

• Prepare and present monthly, quarterly, and annual financial reports and dashboards

• Support executive leadership with budget justifications, financial planning, and Council-facing materials

• Ensure fiscal practices support operational needs while maintaining accountability and transparency

Financial and Budget Operations

• Oversee procurement operations including purchasing, vendor management, and contract coordination

• Ensure compliance with City procurement processes (RFPs, RFQs, IFBs) and internal controls

• Manage vendor relationships, monitor performance, and ensure timely delivery and cost-effective services

• Coordinate purchasing activities across units, including inventory, facilities, and operational needs

• Oversee purchase orders, invoice processing, and reconciliation in partnership with Finance

• Resolve procurement-related issues including delays, disputes, and vendor non-compliance

Outgoing Mail Processing Center

• Provide leadership oversight of high-volume outgoing mail operations supporting tax and water revenue collection

• Ensure processing of millions of mail pieces annually, including tax bills, water bills, legal notices, and compliance communications

• Ensure compliance with U.S. Postal Service regulations, including barcode accuracy and presort requirements

• Monitor mail volume, postage usage, and departmental billing to ensure cost control and transparency

• Maintain relationships with USPS and key vendors

• Ensure performance tracking through reporting and operational metrics

Facilities, Administrative Services & Inventory Management

• Oversee administrative services including facility operations, space planning, inventory control, and supply distribution

• Coordinate office moves, renovations, maintenance schedules, and workspace optimization efforts

• Manage building operations including access control, vendor coordination (janitorial, security), and safety compliance

• Ensure proper records management, retention compliance, and inventory tracking systems

• Conduct regular audits of facilities, inventory, and administrative systems to ensure accuracy and efficiency

• Deliver and distribute incoming and outgoing mail to various locations.

• Serve as the primary point of accountability for day-to-day operations

Safety

• Oversee the Department's occupational safety program, ensuring compliance with city policies and regulatory requirements

• Support safety inspections, incident reporting, and workplace safety initiatives

• Coordinate with internal stakeholders and external partners (e.g., Risk Management, unions) to ensure a safe and compliant work environment

• Monitor safety metrics, goals, and support continuous improvement in workplace safety practices

Essential Functions

• Directs a team of managerial staff in the execution of financial management and administrative operations

• Provides oversight of a $77 million operating budget

• Sets strategic operational goals that align with the Department's mission of maximining revenue collections, while focusing on increasing efficiencies and improving customer service

• Ensures budget conforms with budget policy and operational need

• Analyzes and presents fiscal and budgetary reports to executive staff

• Explains operational and fiscal needs and justification to budget and finance directors

• Provide financial information to leaders in preparation for City Council hearings

• Clearly communicate monthly, quarterly and annual financial reports

• Implements fiscal protocols to support operational stability

• Collaborates on development of strategic plans across all functional units

• Identify and Implement processes to improve efficiency of human resources, training and development and other operational programs

• Strategizes, collaborates and negotiates with Union Leadership on employee and labor relations matters, including, but not limited to HR and operational policies

• Collaborates with the appropriate executive team members in the development and implementation of new initiatives, business processes, procedures, roles and operational improvement initiatives

• Collaborates with management teams to develop and implement plans for the operational infrastructure of systems, processes, and personnel designed to accommodate the fast- moving objectives of our organization

• And other duties as assigned.

Required Competencies, Knowledge, Skills, and Abilities


Knowledge

• Sound financial and operations management expertise.

• Knowledge and application of accounting and budgeting principles and practices.

• Operational and performance metrics knowledge.

• Knowledge of basic data analytics theory.

• Demonstrated understanding of leadership, management, and negotiation theories.

Skills

• Strong verbal and written communication skills.

• Strong analytical skills, attention to detail, and critical thinking skills.

• Conflict management skills.

• Strong interpersonal and team-building skills.

• Action-oriented with the ability to drive results.

Abilities

• Ability to analyze accounting and financial records and reports.

• Ability to develop long- and short-term goals and strategies.

• Ability to implement best practices to reduce costs and optimize efficiencies.

• Ability to utilize budgeting and human resources management tools.

• Ability to solve complex financial and operational problems with stakeholders and staff.

• Ability to make decisions quickly and accurately.

• Ability to manage and coordinate cross-functional teams to drive unified outcomes.

• Ability to maintain effective working relationships and develop partnerships.

• Ability to independently handle multiple tasks and projects simultaneously.

• Ability to demonstrate integrity and ethical conduct in decision-making and leadership.

Qualifications

Bachelors degree in Public Administration, Business Administration, Finance, or a closely related field.

• At least seven years of progressively responsible experience administrative services functions, including human resources and/or financial administration with budget and accounting oversight, preferably in a government entity or large public organization. At least three years of experience in a Managerial role.

Additional Information

TO APPLY: Interested candidates must submit a resume.

Salary Range: $110,000 - $130,000

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 View phone number on click.appcast.io or send an email to View email address on click.appcast.io.

For more information, go to: Human Relations Website: