Position Summary:

The Operations Coordinator provides administrative support to ensure efficient operation of the Prevention team. Primary responsibilities include working with Prevention Program leads to project manage the development of Request for Proposals, execution of contracts, tracking of invoices and budgets. The Coordinator will serve as the liaison between the Prevention team and the OCF Finance Department and the Law Department. The coordinator will also serve as the administrative contact for providers and will work with Performance Management to ensure appropriate compliance with contractual requirements. This position will work in coordination with existing finance and contracting supports provided by OCF. Work for this role is conducted under the supervision of the Senior Director for Prevention.

Duties and Responsibilities:

Operations Coordination and Support :

• Assist with invoice management within the Prevention Division and tracking as needed.
• Participate in the development of quarterly and annual financial reporting requirements for Chief of Prevention and other program leads.
• Provide event and logistical support.
• Meeting coordination, agenda support and send follow ups post meeting.
• Supports communication with partners, as needed.
• Support tracking and making referrals from Child Welfare or other partners to contracted providers
• Support with managing marketing and communication request and approvals from leadership
• Provides Spanish interpretation and translation support, as needed.

Vendor Procurement and Contract Conformance: 

• Assist with the writing and development of external procurement opportunities (e.g. RFPs, RFIs, RFQs) as needed.
• Manage proposals through the approval process prior to posting in the Automatic Computer Information System (ACIS).
• Manage the overall process of contract execution which includes reviewing vendor proposals and Scope of Work (SOW) for contractual requirements, budget, monitoring minority participation commitments, encumbering funds, communicating with other departments (such as Law, Budget, Finance, and others) and effectually guiding contract to conformance.
• Work with partners in Finance and Law to ensure smooth contract conformance flow. Coordinate with the Law Department regarding contract conformance and other legal issues.
• Coordinate regular meetings with Finance, Operations, and law regarding contract issues.

Contract Management and Performance:

• Work with Finance and Performance Management and program leads to review and monitor contract deliverables and verify expenditures to ensure eligibility and reimbursement under contract terms.
• Collaborate with Performance Management and Technology to evaluate contract performance for effectiveness and impact of projects and programs and make appropriate recommendations.
• Develop and refine internal processes and procedures that address grant- and contract-specific risks faced by the Prevention and Adult Education Division.
• Additional duties as assigned

Skills Required:

• Proficiency with Microsoft Office products in general and expertise with Excel.
• Ability to effectively collaborate and communicate with stakeholders inside and outside the City of Philadelphia.
• Demonstrated ability to handle complex and multiple tasks in a professional and efficient manner.
• Critical thinking and strong analytical and technical skills.
• Strong organizational skills and attention to detail.
• Ability to prepare and interpret financial reports and statements.

Education and Experience:

• Bachelor’s degree in an area relevant to this employment opportunity, such as Finance, Accounting, or Public Administration, preferred.
• Minimum of 1-2 years professional, relevant experience in contract management, quality assurance compliance, grant management, accounting, or another related field.
• Familiarity with City of Philadelphia financial and contract management systems, such as FAMIS, ADPICS, ACIS is strongly preferred.
• Familiarity with workflow management systems such as DocuSign and the ability to develop workflow processes as needed, are a plus.

Equal Opportunity Employment:

PMHCC, Inc. is committed to equal opportunity. It is our policy to support equal employment for all employees and applicants without regard to race, religion, color, sex, sexual preferences, age, national origin, disability, behavioral health status, military status or any other characteristic protected by law.

Americans with Disabilities Act:

Employees as well as applicants who are currently, or become disabled, must be able to perform the functions of the job with either reasonable accommodation or unaided. PMHCC, Inc. will examine reasonable accommodations on a case by case basis in accordance with the law.