Montgomery County – Multiple COVID-19 Positions

Montgomery County is looking for a number of COVID-19 related positions. For the full listing, visit https://www.montcopa.org/Jobs.aspx

CACLV – Development Coordinator

Working for Community Action offers opportunities, an environment, benefits and a mission you won’t find anywhere else. If you’re motivated and want to be part of an organization that helps improve the community- then this is the opportunity for you.

The Development Coordinator raises funds for the program, directs special events and projects, maintains cordial relationships with community groups, and uses a personal or SHFB vehicle to complete tasks.

Program: Second Harvest Food Bank

Employment Type: Exempt

Starting Salary: $47,500.00 up to $51,000.00

Benefits Include:

  • Comprehensive Health Benefits – Medical, Dental, Vision and Prescription
  • Agency paid Life Insurance and Long Term Disability Insurance
  • 401 (k) Retirement Plan with agency contribution
  • Generous Paid Leave Time- 
    • Vacation- 15 Days: Earn more time after 2 and 5 year anniversaries
    • 9 Observed Holidays
    • Sick- 9 Days annually

Job Duties:

Resource Development

  • Plans, implements, and directs SHFB special events and projects.
  • Coordinates direct mail appeals.
  • Develops and maintains materials to be used in solicitation of donations such as displays, brochures, banners, and newsletters.
  • Acts as community liaison with corporations and community groups
  • Acts as liaison with resource development personnel at Feeding America and other food banks.
  • Coordinates timely acknowledgement devises, provides stewardship plans for major donors, and helps Director move donors up to higher giving levels.
  • Analyses donor database for best solicitation prospects, and helps identify other prospects in the community.

Community and Public Relations

  • Works as the marketing/communication lead at SHFB and develops communication and engagement strategies for SHFB and all of its programs
  • Networks with local and regional organizations
  • Represents the food bank at community meetings in the absence of the Program Director.
  • Develops press releases and media materials.
  • Makes presentations to community groups.
  • Creates and distributes newsletter.
  • Maintains social media presence.
  • Supervises student interns and their projects

Administrative Support

  • Serves as staff liaison with the Development Committee of the Second Harvest Advisory Board.
  • Maintains donor database (Donor Perfect) and is a Donor Perfect power user
  • Adheres to the SHFB Brand Style Guide
  • Performs other duties as assigned.

QUALIFICATIONS:

  • Bachelor’s degree in communication-oriented field preferred
  • Excellent written and oral communication skills
  • Ability to organize and keep accurate records, and to perform basic mathematical calculations
  • Food industry experience preferred
  • Donor database experience preferred
  • Good public speaking skills
  • Superior organizational skills

CACLV is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, ancestry, national origin, age, sex, sexual orientation or handicap. 

City of Bethlehem – Housing and Community Development Administrator

Department – Community & Economic Development (CED)

Type of Position – Full-Time

Salary/Pay Rate– $60,736 – $85,079 annual based on experience

Deadline to Apply – August 28, 2020

MINIMUM QUALIFICATIONS

Bachelor’s degree in political science, planning, public administration, or a related field required; minimum of 3 years of experience in housing, community development or planning preferred; or any equivalent combination of education, experience, and training which provides the required knowledge, skill and ability.

REQUIREMENTS

Must pass a criminal background investigation, pre-employment physical, and drug test.NATURE OF WORK PERFORMEDThis position is responsible for ensuring federal and state and city funds are administered within the parameters specified by the funders and in compliance with all applicable laws and regulations of the various programs. Oversees housing related issues including facilitating the development of affordable housing and blight remediation efforts.  Supervises Housing Rehabilitation program and staff, grant writing, and management for related programs. This position receives supervision and performs duties in accordance with policies established by the Director/Deputy Director of CED.

EXAMPLES OF WORK PERFORMED

Plans departmental activities related to Community Development and Housing; reviews and proposes new Community Development and Housing programs; assists Director/Deputy Director of CED in planning and developing the City’s annual Community Development Block Grant and HOME application, periodic program amendments and yearly performance report; assists in research and preparation of applications for federal and state housing and community development grants; assists in maintenance of City demographic statistics and with liaison activities with U.S. Bureau of the Census, and Pennsylvania Department of Community and Economic Development; assists in the development and implementation of neighborhood planning efforts; manages local grant programs and ensures compliance with guidelines; oversees Housing Rehabilitation budget and management of program.REQUIRED KNOWLEDGE, SKILLS, AND ABILITIESComprehensive knowledge of housing and community development and urban planning practices; knowledge of applicable federal, state and local programs, especially compliance requirements; ability to analyze and interpret statistical information and data, understanding of accounting principles and their application; ability to express ideas, concepts and technical information clearly and concisely, both in writing and orally; good judgment and skill in dealing with public agencies, private groups and the general public; professional experience in the areas of planning, housing and community development.

HOW TO APPLY

Applicants should send a resume and cover letter outlining how they meet the specific requirements of the position to jobs@bethlehem-pa.gov or City of Bethlehem, Human Resources, 10 E. Church St, Bethlehem, PA 18018.  While we sincerely appreciate all applications, only those candidates selected for interview will be contacted.

Chester County Planning Commission – Plan Review Administrative Assistant

Summary

The Chester County Planning Commission is seeking a Plan Review Administrative Assistant to support the processing of subdivision and land development plans submitted to the County Planning Commission for review.  Responsibilities include plan processing duties (logging, tracking, delivering and archiving all plan submissions and endorsing approved plans), preparing reports on development activity, administering automated plan review systems, assisting with all public inquiries, front desk coverage, and assisting with other administrative duties as needed.  Qualifications include the ability to work with basic office computer programs (word processing and spreadsheets) and a strong aptitude to learn specialized land records systems that employ advanced database procedures. Familiarity with the land development process in Pennsylvania and the ability to read plans is desirable, but not required.  The applicant should possess good communication skills to assist with public inquiries in person, by telephone, or through email.

Minimum requirements include training in computer systems and  2 years of professional experience using Microsoft Office products.
Essential Duties

  • Process daily zoning, subdivision and land development plans, assign a number to the plan and identify the parcel on the quad.
  • Read and document all pertinent information on 247 cards.
  • Process tracking sheets and enter information on mail log.
  • Once mailings are complete, responsible for transferring information from 247 cards into the Access database.
  • Prepare month-end subdivision and land development reports with accompanying review letters and charts.
  • Prepare monthly income report.
  • Prepare check listing and deposit slips for Treasurer’s office.
  • Reconcile accounts on a monthly basis.
  • Prepare Indicators Research report.
  • Document and file adopted amendments, comprehensive plans, subdivision and land development ordinances.
  • Purge and prepare files and plans for microfiche.
  • Prepare year-end report.
  • Using Access database, run subdivision and land development application inventory and annual reports.
  • Knowledge of land planning concepts a plus.
  • Perform special projects, as assigned.
  • Perform other duties, tasks and office functions, as determined (e.g., attend conferences and meetings, facilitate meetings, etc.).

Qualifications/Preferred Skills, Knowledge & Experience

Qualifications / Requirements:

  • High School Diploma or General Education Degree (GED).
  • Minimum of one year of general office experience.
  • Intermediate skills in using a personal computer and various software packages
  • Excellent verbal and written communication skills.
  • Strong typing skills (minimum of 55 wpm).
  • Ability to use office machines (fax, copier, calculator, etc.).
  • Strong interpersonal skills.
  • Proficiency in grammar and spelling.
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
  • This position may require a general understanding of human resource guidelines.
  • Ability to work as part of a team.
  • Flexibility.
  • Ability to interface effectively with all levels of county management.

Preferred Skills, Knowledge & Experience:

  • Associate’s degree from an accredited college or university with courses in Office Administration, or equivalent combination of education and experience.
  • Excellent ability to establish priorities, work independently, and proceed with objectives without supervision.
  • At least two years of customer service experience.
  • Ability to establish priorities and carry tasks to completion.
  • Excellent ability to handle and resolve recurring problems.
  • Ability to multi-task.
  • Ability to use all office equipment.
  • Accurate and detail oriented.
  • Excellent time management and organizational skills.
  • Strong knowledge of county policies and procedure.

Additional Information

Computer Skills:
To perform this job successfully, an individual should have:

  • Intermediate to Advanced Microsoft Office skills
  • Intermediate to Advanced Word skills
  • Intermediate to Advanced Excel skills
  • Intermediate to Advanced Access skills
  • Intermediate to Advanced PowerPoint skills
  • PeopleSoft skills (Financial and/or HR) or the ability to learn PeopleSoft
  • Basic to Intermediate Microsoft Outlook skills (Email and Calendar)
  • Basic skills to use the Internet for research purposes
  • Basic Court Management System software skills or the ability to learn CMS

 

Lower Merion Township – Assistant Director of Planning

This is a highly responsible supervisory and administrative position involving planning, land development, zoning, economic development and community development. The Assistant Director of Planning assists the Director of Building and Planning with staff supervision, coordination with other departments, and with meetings/presentations with developers, the public, Township Advisory Boards and the Board of Commissioners.

Work involves responsibility for coordinating Planning, Economic Development and Community Development staff in day to day land development review, long range planning and special projects and also assisting with departmental budgeting and personnel supervision. Work also involves attending evening meetings with Township Advisory Boards and community groups.

This position also provides assistance to the Director of Building and Planning in the development and implementation of policies, programs, practices and procedures required to lead and manage the Building and Planning Department.

Job Qualifications

  • A Bachelors’ degree in City and Regional Planning, Public Administration or related degree from a recognized college or university, plus eight to ten years of progressively responsible planning administration experience including at least four years in a supervisory capacity, or an equivalent combination of education and qualifying experience. A Master’s Degree in City and Regional Planning, Public Administration or related discipline preferred.
  • Substantial knowledge of functions, services and established principals of municipal planning and municipal government.
  • Ability to read and interpret engineered land development drawings and schematics projects such as, but not limited to, site plans, building and lighting schematics, landscape plans, storm water and erosion plans, street design and layout.
  • Strong verbal, written, analytical, communication and presentation skills.
  • Thorough ability to establish and maintain effective working relationships with management, supervisors, associates, subordinates, union representatives, contractors, elected officials and the public.
  • Ability to plan, develop and assist in the implementation of programs for the department.
  • Skilled with Microsoft Office Word, ArcGIS, Excel, Access, Power Point and Outlook software.
  • Considerable ability to administer policies and procedures and to perform planning, scheduling, budgeting, decision making and report development and writing.
  • Good knowledge of the Pennsylvania Municipalities Planning Code.
  • Ability to analyze, prioritize, organize and problem solve.
  • Demonstrated ability to supervise the activities of employees, lead people and get results through others.
  • Must have a valid class C driver’s license.
  • Based on merit, experience, training, education, writing samples, test scores and pre-employment background checks.

How to Apply
Submit cover letter, resume and application to:

Department of Human Resources
Township of Lower Merion, Second Floor
75 E. Lancaster Avenue
Ardmore, PA 19003

or

humanresources@lowermerion.org

Deadline is August 14, 2020. 

Montgomery County – Senior Manager – Housing & Homeless Programs

POSITION TITLE: Senior Manager – Housing & Homeless Programs
EXEMPT: Yes
DEPARTMENT: Health and Human Services – Office of Housing and Community Development
POSITION REPORTING: Program Office Administrator
LAST UPDATED: June 2020
 

SUMMARY:

The Senior Manager of Housing & Homeless Programs is the staff member of the Office of Housing and Community Development responsible for oversight of Your Way Home, First Time Homebuyers, and HOME operations and programs. The Senior Manager provides supervision for all YWH staff, the Housing Programs Manager, and HOME Program Coordinator. The Senior Manager reports directly to the Program Office Administrator.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

  • Sets the Your Way Home staff work plan to meet YWH strategic priorities, with input from the YWH Advisory Council, CoC Governing Board, and consultants.
  • Sets Your Way Home program processes, policies and procedures with input from other staff, funded providers, consultants and YWH Advisory Council.
  • Manages successful implementation of Your Way Home program processes, policies and procedures with input from other staff, funded providers, consultants and YWH Advisory Council.
  • Sets Your Way Home system and provider performance measures with input from other staff, funded providers, consultants and YWH Advisory Council.
  • Oversees contracts, budgeting, and monitoring for YWH providers, including Housing Resource Centers, Call Center, Outreach, Shelters, Transitional Housing, Permanent Supportive Housing, and Homelessness Prevention,
  • Oversees contracts, budgeting, and monitoring for HOME TBRA and Affordable Housing Developments, in collaboration with the CDBG Manager
  • Oversees contracts, budgeting, and monitoring for First Time Homebuyers Program.
  • Assists the CDBG Manager in carrying out the Department’s funding application and award process.
  • Serves as the Co-Chair of the YWH CoC Governance Committee.
  • Oversees YWH CoC Grant application and consultant.
  • Oversees Your Way Home fiscal sponsor, including private grant applications, distributions, and reporting.
  • Collaborates with Office of Performance and Planning for the management of the HMIS data system
  • Supervises YWH Program Manager, Community Relations Manager, Programs Coordinator, Housing Programs Manager, and HOME Program Coordinator.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Bachelor’s Degree in relevant field {e.g. Planning and Development, Public Administration, Business Administration, Human or Social Services), and 2 years related experience; or an equivalent combination of education and experience deemed to be adequate
  • A deep understanding of best practices in ending and preventing homelessness
  • A deep understanding of the local conditions of poverty, and factors related to diversity, equity and inclusion
  • Experience using data and best practices to create and achieve measurable goals
  • Experience in federal grant program administration
  • Staff supervision and staff development experience
  • Strong written and verbal communication skills
  • Excellent organizational and project management skills
  • Ability to work collaboratively with staff, other internal and external leaders, service providers and recipients, and the general public
  • Budgeting and finance management skills
  • Excellent administrative skills and familiarity with various internet tools and MS Office Suite
  • Ability to travel locally and nationally, as needed

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. The noise level in the work environment is usually moderate.

Montgomery County – Your Way Home Data Manager

Opening Date 7-8-2020                         Closing Date 7-22-2020

COUNTY TITLE: Your  Way Home Data Manager
MINIMUM SALARY:    $54,086.00
WORK HOURS: 8:30am-4:15pm 
CODE: 6398
EXEMPT: Yes
DEPARTMENT: Montgomery County Office of  Housing and Community Development  
Location: Montgomery County Office of Housing and Community Development
1430 DeKalb St.  PO Box 311, Norristown, PA 19404  
POSITION REPORTING: Administrator of Performance and Planning in conjunction with the Office of Housing and Community Development
UPDATED: 7-6-2020
SUMMARY:

The Your Way Home Data Manager is responsible for the collection, analysis and reporting of data related to ending homelessness in Montgomery County through the Your Way Home program and public-private partnership. The Data Manager is directly responsible for the development, design, integration, configuration/programming and maintenance of the County’s HUD-required Homeless Management Information System (HMIS), including 30+ partner agencies and 100+ licensed users. In addition, the Data Manager manages HMIS training for Your Way Home service providers and County staff. Finally, the Data Manager is a core member of the Your Way Home Operations Team within the Office of Housing and Community Development, working with other team members to ensure that the experience of homelessness in Montgomery County is rare, brief and non-recurring.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

1. Coordinate and manage all Your Way Home HMIS data management activities.

  • Ensure timely installation of HMIS software upgrades/updates
  • Coordinate system integration, conversion and programming modifications with participating agencies and programmers
  • Manage security and audit functions for HMIS and provide feedback to the Your Way Home Operations Team regarding changes or modifications to enhance database system
  • Analyze and make data-driven policy and planning recommendations related to system and provider performance, outcomes, equity and cost-effectiveness
  • Maintain quality, accessibility and functionality of HMIS
  • Assist Your Way Home Operations Team members in monitoring and approving dissemination of data, subject to guidelines of the HMIS project
  • Maintain up-to-date knowledge of laws, ordinances, regulations, county or departmental procedures in the performance of duties such as HUD McKinney-Vento Act, HUD Homeless Management Information Systems (HMIS) Data & Technical Standards, HMIS Data Dictionary, HMIS Project Descriptor Data Elements, HMIS CSV file format specifications, HUD System Performance Measures, HUD Annual Homeless Assessment Report
  • Prepare data reports for the Your Way Home Operations Team and public-private partnership as needed
  • Develop and maintain data dashboards/visualizations on the Your Way Home website and/or other formats
  • Provide staff leadership and input on HMIS policy as needed
  • Oversee HMIS-related files, records and documents
  • Travel to meetings throughout Montgomery County, Pennsylvania

2. Provide HMIS technical assistance, outreach and communications.

  • Provide administration for implemented software, including agency account set-up, system monitoring and testing, problem diagnosis and resolution, routine software and information maintenance
  • Regularly gather user input on system design, processes, policies and protocols; provide recommendations to the Your Way Home Operations Team
  • Provide administration by phone, e-mail or at client site when necessary
  • Provide and/or oversee HMIS training for user agencies in individual and group settings
  • Provide technical assistance on HUD Technical Submissions and APR reports for HMIS
  • Coordinate and adapt to a variety of assignments simultaneously; set and shift priorities
  • Perform other duties as assigned by the Senior Manager of Housing and Homeless Programs

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications

  • Completion of a bachelor’s degree program at an accredited college or university, preferably in the field of computer science, business, administration or information technology
  • Minimum of 5 years of experience in administrative systems, program development, data management, systems and procedures analysis in a large business, nonprofit or governmental organization, including the application of both computer and non- computer-based management information systems
  • Training, experience and/or professional certification in Basic SQL and MS Office
  • Experience should include at least 3 years of hands-on experience in data manipulation, reporting, and analytic findings, insights, and translating data insights into actionable information
  • Experience in relational database management and administration
  • Experience with implementation and support of scalable and secure web-based applications
  • Ability to manage multiple projects and timelines
  • Self-directed and requiring minimal supervision with the ability to meet broad objectives with ‘built-in’ expertise
  • Professional writing skills, and the ability to communicate with all levels of management, staff and external clients, especially those who are not well versed in computer technology
  • Organizational skills, attention to detail and the ability to work with tight deadlines in an ever-changing environment
  • Expertise in qualitative and quantitative analysis required
  • Familiarity and/or experience with HMIS systems
  • Commitment to outcomes-based performance and learning for continual quality improvement
  • Master’s degree in Business, Economics, Mathematics, Statistics, or Computer Science
  • Previous work in affordable housing, homelessness or other housing-related industry

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear.  The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop, kneel, crouch or crawl.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.  The noise level in the work environment is usually moderate.

SEPTA – Contract Compliance Officer II

Job Information 
Job Title: #9101 Contract Compliance Officer II
Category: Professional/Management
Career Center: External
City/Town: Philadelphia
Location: Administration Group
Type of Assignment: Permanent
Position Type: Full Time
 Job Description 
The Southeastern Pennsylvania Transportation Authority (SEPTA) is the sixth largest transportation system in the United States, with a vast network of fixed route services including bus, subway/elevated, trackless trolley, light rail, and commuter rail serving a 2,200 square mile service region.SEPTA is seeking to hire a Contract Compliance Officer II. This position will be located at our Headquarters in Center City, Philadelphia. The ideal candidate will have Bachelor�s Degree in Business Administration, Management, Finance or a related field and prior work experience in handling federal and/or state grant compliance matters (i.e., prevailing wage compliance, procurement regulations, Buy America requirements, force account reviews and similar federal and state compliance matters) is preferred.

Salary: $50,622 – $63,284

OVERALL RESPONSIBILITIES
Ensures SEPTA’s compliance with funding agency regulations and requirements on designated projects. Makes certain that all internal policies, procedures and contractual documents are in full conformance with government regulations and are practiced in a consistent and controlled manner. Supports the Quality Assurance/Subcontracts Management.

SPECIFIC RESPONSIBILITIES
1. Researches federal and state law changes and ensure the Authority fully complies with all funding agency regulations and requirements as to minimize the potential loss of grant funds. Review grant approvals, contracts, and applicable regulations; and notifies appropriate SEPTA departments of requirements that must be adhered to in undertaking capital work.

2. Reviews third party contract documents prior to solicitation to ensure adherence with all SEPTA requirements and policies.

3. Assists reviewing and oversight of SEPTA’s Procurement Card monthly expense reports. Responsible for ensuring compliance with procurement card program policies and procedures.

4. Performs monthly reviews of procurement card packages. Prepares monthly training sessions for the procurement card users.

5. Performs daily audits of micro, small purchase orders and bids for compliance with FTA, Commonwealth of Pennsylvania and SEPTA’s procurement procedures.

6. Serves as liaison with grantor agencies or other agencies concerning regulations and procedures that SEPTA must adhere to in administering grant funded programs and projects.

7. Reviews and analyzes Capital Project Force Account Plans for conformance with both Federal and SEPTA guidelines and requirements.

8. Works in conjunction with all other compliance personnel, project managers and appropriate Federal or State agencies to resolve wage compliance problems.

9. Develops justification to gain Federal and State concurrence in the settlement of claims and the use of funding source.

10. Assists in entertaining, reviewing and responding to audits and reviews conducted by third party or funding agencies relative to contract issues and policies.

11. Assists User Departments in integrating unique requirements into SEPTA’s Standard Form Contracts without compromising governmental regulations or SEPTA’s Procurement Manual.

12. Participates in the implementation of a quality control program to ensure high ratings in Audits.

13. Assists with pre-solicitation reviews of major procurements for Federal/State/Local compliance and assists in the pre-solicitation review with a risk management/claims avoidance perspective to effectuate downward pressure on pricing and to minimize claims and change orders.

14. Complies with all Authority and departmental safety and security policies and procedures, as well as applicable job safety responsibilities. Reports any safety concerns, compromises, or hazards in the hazards affecting self and other employees is responsible for the individual’s own safety and is encouraged to promote the safety of others.

15. Assists immediate supervisor/manager and performs other duties as assigned.

QUALIFICATIONS/EXPERIENCE:
• Bachelor’s Degree in Business Administration, Management, Finance or a related field required.
• Prior work experience in handling federal and/or state grant compliance matters (i.e., prevailing wage compliance, procurement regulations, Buy America requirements, force account reviews and similar federal and state compliance matters) preferred.

• An equivalent combination of experience and education (i.e., two (2) years of related experience, equating to one (1) year of formal post high school education) may be considered in lieu of the education requirements.

• Excellent computer skills, including proficiency in Word, Excel and PowerPoint required.

• Excellent analytical, verbal and written communication skills required.

• Must be detail oriented with excellent organizational and time management skills.

SEPTA – Sr Contract Administrator

Current Job Opportunities

 Job Information 
Job Title: #6014 Sr. Contract Administrator
Category: Professional/Management
Career Center: External
City/Town: Philadelphia
Location: Administration Group
Type of Assignment: Permanent
Position Type: Full Time
 Job Description 
The Southeastern Pennsylvania Transportation Authority (SEPTA) is the sixth largest transportation system in the United States, with a vast network of fixed route services including bus, subway/elevated, trackless trolley, light rail, and commuter rail serving a 2,200 square mile service region.SEPTA is seeking to hire a Senior Contract Administrator. This position will be located at our Headquarters in Center City, Philadelphia. The ideal candidate will have a Bachelor’s degree in Business Administration, Engineering, Industrial Management, Finance, Procurement, Law or related area and six (6) years of progressively responsible experience in contract preparation, contract administration and/or procurement.

Salary range: $79,118 – $98,904

BASIC ADMINISTRATIVE RESPONSIBILITIES

1. Participates in the development of policies in the immediate manager’s organization, and interpret such policies throughout the department.
2. Develops objectives, policies and procedures for their activity for the approval of immediate manager.
3. Interprets and administers programs and procedures in accordance with approved policies.
4. Performs special assignments for immediate manager as requested.
5. Reports performance to immediate manager.
6. Coordinates expense budget spending for department or activity to maintain performance within budget.
7. Develops a suitable successor and is responsible for training replacements at all levels within the department.
8. Complies with all Authority and departmental safety and security policies and procedures, as well as applicable job safety responsibilities. Reports any safety concerns, compromises, or hazards in the hazards affecting self and other employees is responsible for the individual’s own safety and is encouraged to promote the safety of others.

SPECIFIC RESPONSIBILITIES:
• Working under limited supervision by Manager, performs procurement and contract administrator functions which require post-award contract administration for professional, construction, asset recovery, or vehicles/special/architectural and engineering services to support the acquisition and post award entitlement related contract administration of multi- million dollar long-term, construction, vehicle, professional and special contract services in accordance with SEPTA, State, Local and Federal Requirements.

• Assists with the work assignment, oversight, follow-up and training of new Contract Administrators while assigned to assist with their Contract Administration projects.

• Performs “cradle to grave” contract administration functions including, but not limited to the following:

• Prepares procurement solicitation documents, actively participates in the formation of project-specific solicitation documents relative to terms, conditions, and time schedules and prepares staff summaries.

• Understands and effectively utilizes various contracting methods and types, with the ability to train and direct new Contract Administrators on proper techniques – Invitation for Bid (IFB), Requests for Proposal (RFP), and Request for Quotes (RFQ), Firm Fixed Price (FFP), Cost Plus Fixed Fee (CPFF), Finance, Design Build Operate & Maintain, Percent of Cost Savings, Fixed Price with escalation, de-escalation, Blanket/ Requirements, and Time & Material.

• Prepare procurement summary memos for file and proper approval-authority capturing the identification of variances in, and reconciliation of estimates; negotiations and award process of analyzing cost/price expense pools, labor rates, economic and market conditions, inflation, overhead, and fee.

• Conducts Industry Reviews, coordinates review of specifications; recommends changes and improvements; assists in developing proposal sheets, evaluation criteria; contract terms and conditions, establishes and maintains procurement action plans. Reviews all procurements created prior to issuance and all addenda during the pre-proposal/ pre-bid period to identify ambiguous or unclear requirements to avoid potential changes and claims.

• Conducts pre-bid and pre-proposal conferences, pre-construction meetings for assigned projects.

• Conducts and monitors procurement activities in accordance with QA/QC processes and the procurement schedules. Maintains system to evaluate and monitor contractual performance related to such areas as delivery, progress payments, and schedule adherence. Maintains appropriate documentation in procurement files in accordance with Circular 42210.F and FTA’s Best Practices.

• Facilitates the evaluation process; tabulates score sheets; conducts cost/price analysis; negotiates pricing/costs and overhead; direct and indirect cost, fees, terms and conditions in assigned projects.

• Conducts responsiveness and responsibility reviews; conducts financial review; prepares procurement summary memo; recommends award.

• Serves in a lead role while coordinating activities with a variety of functional specialists, such as auditors, accountants, engineers, consultants and attorneys to prepare SEPTA’s position and achieve best possible outcomes.

• Reviews standard form contracts and requests revisions to language when specific project conditions, business conditions or changes in applicable laws require revisions.

• Reviews, analyzes and appraises contract changes, disputes and claims; pre- and post- award procurement process management; contract administration and close out. Participates in Bi-weekly Progress/PCO/Site Meetings, reviews, analyzes and negotiates change-order requests and contractor/consultant claims by determining entitlement and performing cost/price analysis in accordance with FTA and FAR requirements. Determines allowability and allocability of claimed costs (including subcontractor claims) by analyzing and investigating the Contract, correspondences, schedule, indirect and direct costs, fee/profit, level of effort, and other cost elements of the claim, in accordance with Cost Accounting Standards. Maintains appropriate documentation.

• Obtains post evaluation of consultants from Project Manager. Closes out contracts in accordance with SEPTA’s Standard Form Contracts and policies.

• Attends progress and PCO meetings with user departments and vendors/contractors and facilitate resolution of potential change orders and claim issues.

• Practices “Pro-Active Contract Administration” in order to issue solicitations, awards and changes on a timely basis to avoid protests, claims and change orders. Abides by policies in the immediate Section of Contract Administration. Adheres to Performance Plan Objectives for the immediate Manager’s Section in line with the business objectives of the Procurement Supply Chain & DBE Division and SEPTA.

• Promotes, maintains and manages an environment of utmost professional and ethical relationships between the Contract Administration Section and internal and external customers to ensure an atmosphere of unrestricted market competition, fairness and reasonableness.

• Alerts manager of concerns related to assigned projects.

• Complies with all Authority and Departmental safety and security policies and procedures, as well as all applicable job safety responsibilities. Reports any safety concerns, compromises, or hazards in the immediate working environment to Supervision and takes initiative to alleviate potential and existing hazards affecting self and other employees. Is responsible for the individual’s own safety and is encouraged to promote the safety of others.

• Performs other duties as assigned by manager.

QUALIFICATIONS & EXPERIENCE:

BS/BA in Business Administration, Engineering, Industrial Management, Finance, Procurement, Law or related area and six (6) years of progressively responsible experience in contract preparation, contract administration and/or procurement for major professional services, construction, equipment, special services and architectural and engineering services required.

Experience in “cradle to grave” contract administration and/or Project Management required.

Demonstrated ability to coordinate large contract administration assignments under limited supervision.

Ability to perform dispute/protest resolution and cost and price analysis for award, change orders and claims in accordance with Federal Acquisition Regulations, USDOT Circular 4220.1F and FTA’s Best Practices required.

Demonstrated understanding and the effective utilization of all contracting methods and types at an expert level required– Information for Bid (IFB), Requests for Proposal (RFP), and Request for Quotes (RFQ), Firm Fixed Price (FFP), Cost Plus Fixed Fee (CPFF), Finance, Design Build Operate and Maintain, Fixed Price with escalation, de-escalation, Blanket/ Requirements, Time & Material.

Knowledge of Microsoft Office programs and mainframe applications required.

Strong verbal and written communication skills required.
Ability to prepare and present information to large and diverse audiences (i.e., Vendor, pre-bid and pre-proposal conferences, or GM Staff) required.

Detail-oriented with strong organizational skills required.

City of PHL – City Planner Manager (Transportation Planning)

Exam Title City Planner Manager (Transportation Planning)
Exam Number 3E06-20200713-12-04
Salary $90,758 to $102,110 per year.
Competition Department Only Promotional
Department 12 – Streets Department
Announcement Date 07/13/2020
Close Date 07/24/2020
General Definition This is management level city planning work in the area of specialization. Employees in this class direct, through subordinate supervisors, the work of a major division of the City’s central planning agency or the environmental planning programs for a major department and are responsible for planning, developing or implementing divisional planning policies and projects. Employees perform work in the Planning, Environmental Planning, Urban Design, Transportation Planning or Airport specialty and manage the activities of lower level employees in the area of specialization. Interacting with other agencies, community and business groups and individuals is a significant aspect of the work. Work is performed under the general 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 in the Streets Department with a performance rating of Satisfactory or higher.
AND

TRANSPORTATION PLANNING SPECIALTY

2. EDUCATION:
Completion of a bachelor’s degree program at an accredited college or university with major coursework in city, regional, community planning or a related field.
AND

3. GENERAL EXPERIENCE:
Five years of technical city planning experience.
AND

4. SPECIFIC EXPERIENCE:
Two years of supervisory transportation city planning experience.

NOTE: Completion of Master’s degree in a field determined to be appropriate to the area of specialization will be considered equivalent to two years of the general experience requirement.

CLASSES THAT TYPICALLY MEET THE SPECIFIC EXPERIENCE REQUIREMENTS:

City Planner Supervisor (3E05)

NOTE: Selective Factor Certification may be utilized, as needed, to fill specific positions.
In accordance with Civil Service Regulation 11.032 – Selective Factor Certification – the appointing authority may request certification of eligible candidates with the specified training and/or experience to fill specific positions in this class. Certification to fill such position will be made from the two highest ranking eligible candidates on the eligible list who possess the specified qualification.

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 TRANSCRIPTLICENSESREGISTRATIONS AND CERTIFICATION REQUIREMENTS
Candidates MUST submit a copy of their official college or university transcript(s) indicating completion of the educational requirement and all required licenses, registrations or certifications at the time of application. Transcripts MUST indicate conference of the appropriate degree. Candidates with a degree from foreign colleges or universities must submit proof of degree as certified by a professional evaluation service.

Candidates MUST submit a copy of their license, registration or certification.

If you have ever submitted a paper transcript, license, registration or certification for any City of Philadelphia civil service examination, you have to submit another document

Option 1 – Upload a paperless transcript, license, registration or certification – One time only!

You may upload documents into your account, and attach a document with this application. Once the document is uploaded to your account, it may be attached to all future applications. Attaching your document will save you time and money if you apply for an examination in the future, and you will be assured that your transcript cannot be misplaced.

Your documents should be uploaded and attached to your application before it is submitted. They cannot be uploaded or added to your application electronically after your application has been submitted.

Option 2 – Submit a paper transcript, license, registration or certification – Separate document required for each application
If you submit a paper copy of a transcript, license, registration or certification, the document will be used for this application only. You will have to submit documents again whenever you apply for an examination in the future. Paper documents will not be retained and will not be returned to applicants.

Mailing address for paper transcript and other required materials (DD-214, licenses, certifications, etc.):
City of Philadelphia
Office of Human Resources
1401 J.F. Kennedy Boulevard
Municipal Services Building, Room 1530
Philadelphia, PA 19102
Attention: Peter McPhillips

Equivalency Statement(s) Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources that has included completion of a bachelor’s degree as an educational minimum and the specific experience described above.
Application Procedures 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 faqpchr@phila.gov. 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 hrhelpdesk@phila.gov

ALL Applications must be received by the end of business on JULY 24, 2020.

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 Phila.OHR@phila.gov 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 hrhelpdesk@phila.gov if you have any questions.

Information concerning employment with the City of Philadelphia may be found at:

www.phila.gov/personnel
http://www.phila.gov/personnel/ExamsFAQ.html
Facebook @CityofPhiladelphiaJOBS
Twitter @PHLCityJobs

Notes to Applicants ELIGIBLE LIST

DEPARTMENTALONLY PROMOTIONAL: Only a departmental promotional eligible list for the STREETS DEPARTMENT will be established as a result of the examination.

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 RESIDENTS: Candidates 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.

To receive such preference, candidates must respond to the question regarding residence later in this form.

The response on this application will be used to determine eligibility for preference for residents.

If an applicant does not respond to the appropriate residence question, it will be assumed that the applicant does not qualify for residence preference. Eligibility for residence preference must be determined by the date of the test administration. No requests for residence preference will be granted after the test administration.

Projected Exam Date Training and Experience Evaluation
Applicants will be evaluated and scored based upon their training and experience credentials. Applicants will not be asked to appear to take a scheduled examination.

Scores in the Training and Experience Evaluation will be based on documentation of education and experience provided by the candidate. To receive full credit for your education and experience, you should submit all relevant documentation including college transcripts, licenses, certifications, paid out of class documentation, etc. and provide a detailed description of your education, experience and credentials.

An Eligible List will be established the week of AUGUST 10, 2020. Please note that this date may change.

Test Review In accordance with Civil Service Regulation 9.091D, candidates may review their answer sheets and other test papers to determine if they have been scored correctly or if there has been an irregularity in the administration of the examination. Candidates will have 30 days after the results have been mailed to review their test and to file a written appeal. Call 215 686-0880 if you wish to schedule a test review.