Administrative Officer @ City of Philadelphia - Philadelphia, PA

Job Overview

4 months ago

Administrative Officer

City of Philadelphia - Philadelphia, PA

This is office management work supervising the provision of administrative services for a small department or a large division of an operating department with specific services provided to include the preparation and control of the budget, supervising, planning, assigning, coordinating, and reviewing the activities of a subordinate clerical and technical staff engaged in the purchase of goods and services, and maintenance of a variety of divisional and/or departmental reports and records. An employee in this class collects and compiles data for preliminary budget preparation and prepares justification for modifications in expenditures. In addition to the above responsibilities, work may include preparation of the capital budget, supervision of the Department’s personnel function, and may supervise through subordinate supervisors. This class is differentiated from the next lower level supervisory class by the specific responsibility for preparation and control of a departmental or an operations divisional budget and the purchase of goods and services. A significant aspect of the work is supervising a staff of clerical and technical personnel engaged in varied office management functions in support of divisional or departmental requirements. Work is performed under the direction of an administrative superior.

Union Code
N. Non-Represented

FLSA Code
Exempt

Minimum Training, Education & Experience
The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Candidates must meet requirements within 30 days after the last date for filing applications.

1. CIVIL SERVICE STATUS - Presently employed by the City of Philadelphia with permanent Civil Service status and a Performance Rating of Satisfactory or higher

AND
2. EDUCATION: Education equivalent to completion of the twelfth school grade.

AND

3. GENERAL EXPERIENCE: Four years of experience performing clerical work.

AND

4. SPECIFIC EXPERIENCE: Two years of experience at the level of pay range EP13 and above or pay range 17 and above, supervising the work activities of a large clerical/technical staff engaged in performing administrative support and office management functions.

OR

Two years of experience at the level of EP 13 and above or pay range 17 and above in a staff assistant to a departmental manager or in a line capacity at the full performance level, performing facilitating services in such administrative areas as analysis, budget, personnel, procurement, and/or records control through gathering, analyzing and evaluating facts, and recommending courses of action, or supervising, through subordinate stores supervisors, a departmental or divisional stores function that includes general or automotive commodities.

NOTE: Post-high school semester hour credits from an accredited college or university may be substituted for the general experience on a year for year basis. (30 credits is equivalent to one year)

THE FOLLOWING CLASSES TYPICALLY MEET THE MINIMUM TRAINING AND EXPERIENCE REQUIREMENTS:

Departmental Accounting Systems Specialist (EP18)
Administrative Services Supervisor (EP13)
Court Support Services Coordinator (EP17)
Administrative Assistant (EP13)
Assistant Revenue Collection Manager (EP17)
Code Administrator I (EP13)
Training Center Supervisor (EP17) Revenue Investigations Supervisor (EP13)
Payroll and Investigations Supervisor (EP16)
Court Services Manager (20)
Departmental Procurement Specialist (EP15)
Stores Manager (17)
Accountant (EP15)
Contract Clerk (17)
Assistant Payroll Supervisor (EP14)
Trial Services Supervisor (17)
Auditor I (EP13)
Printing Services Supervisor (17)

Physical & Medical Requirements
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

Required Licenses & Certifications

Other Requirements
DOCUMENTATION REQUIREMENTS

Candidates MUST submit a copy of their transcripts. It is an absolute requirement that you provide this documentation by February 28, 2022.. It is optional whether you provide this documentation by attaching it to this application or submitting via email, mail or fax by February 28, 2022. Your options are further explained below:

Option 1 – Upload an official copy of your documentation and attach to this application You may upload the documentation into your account and attach to this application. Once uploaded to your account, the documentation may be attached to all future applications. This will save you time and money if you apply for an examination in the future. This also ensures that your documentation will not be misplaced. Your documentation should be uploaded and attached to your application before it is submitted. It cannot be uploaded or added to your application electronically after your application has been submitted.

Option 2 – Submit an official copy of your documentation via email, mail or fax If you submit the required documentation via email, mail or fax, it will be used for this application only. You will have to submit the documentation again whenever you apply for an examination in the future. Copies of the documentation will not be retained and will not be returned to applicants.

Natasha Jones
Office of Human Resources
City of Philadelphia
Health and Human Services Team
1401 JFK Boulevard, Room 1530
Philadelphia, PA 19102

[p] 215-686-2372 AND/OR 215-686-2378
[f] 215-686-0861
[e] [email protected]

Equivalency Statement(s)

Application Procedures

Notes to Applicants
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: www.phila.gov/humanrelations
The City of Philadelphia is committed to ensuring access to Civil Service examinations by providing appropriate accommodations for candidates with documented medical or religious reasons. Candidates may request an accommodation for a Civil Service examination by contacting the Equal Employment Opportunity / Affirmative Action Unit of the Mayor’s Office of Labor Relations at 215-683-5085. The accommodation process is interactive and requires cooperation and communication between the applicant requesting a test accommodation and the EEO Unit. Decisions will be made on a case-by-case basis using the required documentation that is submitted. Requests are to be made in a timely manner prior to the scheduled date of the Civil Service examination.

Only an on-line application will be accepted for this exam. Paper applications will not be accepted.
Computers are available in the 3-1-1 Walk-In Center located in Room 167 of City Hall (Weekdays from 9 AM to 5 PM) and at your local Philadelphia Free Library branch.
For inquiries regarding City employment, contact the Office of Human Resources Monday through Friday between 8 AM and 4 PM by telephone at 215-686-0880 or by email at [email protected]
ALL Applications must be received by the end of business on February 4, 2022.
Your application will be rejected, and you will be disqualified from competing in this examination if you:
1) Do not provide your complete and accurate social security number.
2) Attempt to practice fraud or deception in the preparation of this application
All correspondence and notifications will be sent to your e-mail address or postal address listed in the contact information (address, phone #, e-mail) of your account profile. Your contact information will be automatically updated each time you submit an application for employment. It is your responsibility to change your contact information and to ensure that it is correct
If you provide an e-mail address, all correspondence regarding this examination will be sent to you by e-mail. You should add [email protected] to your address book or list of trusted contacts to prevent notices from being marked as spam by your e-mail provider.
Please call the Office of Human Resources at 215-686-0880 or email [email protected] if you have any questions.
Information concerning employment with the City of Philadelphia may be found at:
http://www.phila.gov/personnel
http://www.phila.gov/personnel/ExamsFAQ.html
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ELIGIBLE LIST
CITY-WIDE PROMOTIONAL - Departmental and interdepartmental promotional eligible lists will be established as a result of this examination. An appointment in any department may be made from either one of the above-established promotional lists as deemed appropriate by the appointing authority.

Candidates who pass the exam and are placed on the civil service list will be retained on the list for a minimum of one year and a maximum of two years after the establishment of the Eligible List.

PREFERENCE FOR PHILADELPHIA RESIDENTSCandidates who have maintained a bona fide residence in Philadelphia for at least one year prior to the date of the civil service examination shall have priority over all other persons receiving an identical test score. If you have maintained a bona fide residence in Philadelphia for at least one year immediately preceding March 1, 2022, you are eligible to claim residency preference.
Your response to the residency question will be used to determine eligibility for residency preference. Documentation of residence may be required if there is any question as to whether you meet the residency preference requirements.

Projected Exam Date
This computer-based examination is scheduled for March 1, 2022. Please note that this examination date is subject to change.

Candidates will need access to a desktop computer or laptop with internet access to take this examination. If you do not have access to a smart device with internet access, please contact the analyst listed on this announcement and alternative arrangements will be made for you to take this examination.

An Eligible List is planned for the week of March 14, 2022. Please note that this date may change.

Test Review
In accordance with Civil Service Regulation 9.091B, candidates will have 30 days after the results have been mailed to review their test and to file appeals to the key answers. Call 215-686-0880 if you wish to schedule a Test Review.

Assigned to (view only)

Assigned to
Natasha Jones

Parts & Weights

Part

Weight
90%

Part

Weight
10%

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