Fiscal and Contracts Manager

City of Philadelphia • Philadelphia, PA

8h • Onsite

About The Position

The Fiscal and Operations ManagerSpecialist of Community Wellness and Recovery (Deputy Director) will serve in a support role for the Office of Community Wellness and Recovery (OCWR). OCWR leads Mayor Parker’s initiative to address the twin problems of homelessness and opioid crisis and provides leadership in developing, planning, and organizing programs focused on wellness and recovery. The initiative involves a $100M capital funding infusion (FY25 capital budget year) to spur development of a wellness campus to provide continued housing and supports for individuals working on recovery and sobriety.

The Fiscal and Operations ManagerSpecialist will oversee and manage fiscal operations related to community wellness programs and initiatives. This includes developing and managing program budgets, coordinating with partner departments, and ensuring that all financial aspects are aligned with organizational goals. The position Manager will also prepare detailed status reports, coordinate budget and fiscal activities, and handle contracts, purchase orders, and invoicing from vendors.

Additionally, this role will manage the entire contracting process, including RFPs/bids, in close collaboration with key city departments such as the Department of Behavioral Health and Intellectual Disability Services (DBHIDS), Office of Homeless Services, Philadelphia Department of Public Health, and the Department of Public Property. The Fiscal and Operations Manager will ensure compliance and efficiency across all fiscal operations and contract implementation while contributing to the successful execution of community wellness initiatives.

The Managerposition reports directly to the Executive Deputy Director.

Requirements

• Strong understanding of budgeting, financial reporting, and fiscal operations, including the development and management of program budgets.
• In-depth knowledge of contract management processes, including RFPs, bids, vendor invoicing, purchase orders, and procurement regulations.
• Knowledge of working with city departments and public health organizations, including fiscal regulations and operational requirements in government settings.
• Familiarity with wellness programs and initiatives, particularly those related to behavioral health, homelessness services, and public health.
• Familiarity with setting, tracking and analyzing key performance indicators
• Strong working knowledge in Microsoft Office Suite
• Expertise in developing, managing, and tracking budgets for large-scale community programs, ensuring fiscal responsibility and alignment with program goals.
• Proficient in overseeing the entire contract lifecycle, including negotiation, execution, and vendor relations, ensuring compliance and cost-effectiveness.
• Strong skills in analyzing financial data, preparing status reports, and making data-driven decisions to improve financial and operational efficiency.
• Excellent written and verbal communication skills, capable of working effectively with internal and external partners, including city departments and vendors.
• Skilled in coordinating fiscal activities across multiple departments and stakeholders to ensure smooth operations and project delivery.
• Strong organizations skills and attention to detail
• Strong interpersonal skills with the capacity to collaborate across diverse teams and city departments
• Strong communication and time management skills
• Ability to strategically manage financial resources and fiscal operations, ensuring that community wellness initiatives are well-funded and delivered on budget.
• Ability to work collaboratively with partner departments, such as DBHIDS and the Philadelphia Department of Public Health, ensuring alignment in fiscal operations and program goals.
• Strong ability to manage detailed aspects of contracts, budgets, and fiscal operations, ensuring accuracy and compliance with regulations.
• Ability to identify and resolve fiscal and operational challenges efficiently, ensuring the successful execution of wellness programs and initiatives.
• Capability to manage multiple financial and operational responsibilities simultaneously, meeting deadlines and ensuring smooth coordination across departments.
• Ability to effectively manage multiple projects, tasks, and priorities in a fast-paced environment
• Flexibility to both work independently and as part of a team
• Ability to manage multiple priorities
• Completion of a Bachelor’s degree program at an accredited college or university.
• At least three to five years of work experience in fiscal operations, contract management, fiscal, budgeting, program development, program implementation, or similar relevant experience.

Nice To Haves

• Experience with City of Philadelphia procurement and/or contracting a plus.

Responsibilities

• Develop and manage budgets related to community wellness programs and initiatives, including but not limited to OCWR personnel and related personnel needs as well as contracted services
• Monitor and manage program costs and ensure delivery within budgetary guidelines.
• Prepare status reports, status summaries, and dashboards for presentation to mid- and senior-level management.
• Perform cost/benefit analyses and develop options for leadership decision making.
• Coordinate closely with City fiscal, operational, and programmatic staff to ensure compliance and timely project delivery.
• Work with and manage relationships with coordinate fiscal staff for City vendors and service providers.
• Draft scopes of work for new RFPs, bids, work orders, and other legal agreements
• Working with partner departments (Procurement Department) to announce and advertise such contract opportunities
• Manage full-cycle contract process as needed and/or collaborate with partner department on full-cycle contract process
• Review and vet proposed scopes and budgets for all contracts associated with Wellness
• Receive, review, and approve all contract invoicing, with careful attention to ensuring invoicing and invoiced services match budgeting.
• Collect and analyze key performance indicators for each contract
• Participate in grant seeking, including development of grant narratives and budgets
• Participate in grants management
• Work with OCWR leadership on additional revenue-generating opportunities that provide additional financial opportunities for the initiative.

Benefits

• Unlimited FREE public transportation all year long through SEPTA’s Key Advantage program.
• 8 weeks of paid parental leave.
• Comprehensive health coverage for employees and their eligible dependents.
• Eligibility into the discounted medical plan through the wellness program.
• Paid vacation, sick leave, and holidays.
• Generous retirement savings options.
• Eligibility to participate in the Public Service Loan Forgiveness program.
• Access to a wide range of tuition discounts and scholarships (10% to 40% savings) with over a dozen esteemed colleges and universities, extending to spouse and dependents in some cases.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager