Manager, Finance Operations & Controls

City-of-Philadelphi; Philadelphia (Philadelphia County); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Transportation

Parental Benefits

Comprehensive health coverage

Wellness program

Paid vacation

Sick leave

Holidays

Retirement savings options

Student loan forgiveness

Tuition discounts and scholarships

Job summary

The City of Philadelphia is seeking a Manager of Financial Operations and Controls to join the Finance & Administration team. This role focuses on coordinating invoicing, financial workflows, internal controls, and reporting for city departments, ensuring compliance with city rules and standards.

You will partner with the Senior Fiscal Manager and Accountant, manage the fiscal calendar, and support asset management. Strong communication and detail orientation are essential.

Qualifications

• Experience managing systems and processes.
• Experience with project management tools.
• Creative and motivated with the ability to work alone and in a team setting.
• Attention to detail.
• Ability to anticipate and meet deadlines.
• Excellent oral and written communication, technological understanding, critical thinking and problem-solving.

Responsibilities

• Manage and implement invoicing processes for accuracy, compliance, and support finance team workflows.
• Maintain and manage the Finance unit's fiscal calendar, including recurring financial deadlines, budget milestones, invoice and reimbursement cycles, reporting requirements, fiscal year-end activities, and other Finance deliverables.
• Provide financial operations support to Finance staff, including the Senior Fiscal Manager and Accountant, by coordinating workflows, tracking outstanding items, monitoring deadlines, organizing required supporting documentation, and following up with Commerce business units as needed.
• Ensure that the internal operations of the central finance and operations unit are running efficiently and in line with both City rules and regulations as well as GFOA and city budget management requirements.
• Manage and monitor the department’s internal financial and accounting systems processes for internal city systems and department systems (QuickBase and SharePoint etc.)
• Ensure that the department and the finance senior staff has timely and accurate invoice and reimbursement and funding management tracking to meet asset management and quality controls of the department as per the Sr. Director of Finance expectations and standard operating procedures.
• Ensure that the Finance unit has timely and accurate reporting and manage and serve as the liaison between the finance unit and the other business units in Commerce.
• Ensure and implement the teamwork and “support-first” mindset for the Finance and Operations unit while upholding agency policy and procedures for effective support services equitably across all units and employees.
• Manage the office financial calendar and ensure policies and procedures are followed during budget season and year-round for compliance.
• Troubleshoot issues and errors experienced by the Finance unit or operational related issues within any unit as they arise related to financial operations.
• Liaise with the Director of Operations
• Other duties as assigned.

Skills

Systems and processes

Project management tools

Creative and collaborative

Attention to detail

Deadline management

Oral and written communication

Critical thinking and problem solving

Education

Associate’s in financial administration or accounting or business/public administration

Job description

• Compensation: USD 65,000 - USD 70,000 - yearly

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 Department of Commerce is the economic catalyst for the City of Philadelphia helping businesses - large and small - to start, grow and thrive. Our work strives to position the city as a dynamic, global destination with equitable access to opportunities, vibrant commercial districts, family-sustaining jobs, employer incentives, and talented workforce. The offices in this department elevate a thriving economy that benefits all people who live and work in our city.

The Manager of Financial Operations and Controls is an integral part of the Commerce Department’ Finance & Administration Team This position will be a member of the Operations & Finance Unit. This position focuses on the management and coordination of financial operations, administrative workflows, systems, documentation, tracking, internal controls, and business-unit support. The position supports the Finance Operations & Administration central business unit and will work collaboratively with accounting, contract and program support staff.

Essential Functions

• Manage and implement invoicing processes for accuracy, compliance, and support finance team workflows to meet objectives set by the Commerce Sr. Director of Finance

• Maintain and manage the Finance unit's fiscal calendar, including recurring financial deadlines, budget milestones, invoice and reimbursement cycles, reporting requirements, fiscal year-end activities, and other Finance deliverables.

• Provide financial operations support to Finance staff, including the Senior Fiscal Manager and Accountant, by coordinating workflows, tracking outstanding items, monitoring deadlines, organizing required supporting documentation, and following up with Commerce business units as needed.

• Ensure that the internal operations of the central finance and operations unit are running efficiently and in line with both City rules and regulations as well as GFOA and city budget management requirements.

• Manage and monitor the department’s internal financial and accounting systems processes for internal city systems and department systems (QuickBase and SharePoint etc.)

• Ensure that the department and the finance senior staff has timely and accurate invoice and reimbursement and funding management tracking to meet asset management and quality controls of the department as per the Sr. Director of Finance expectations and standard operating procedures.

• Ensure that the Finance unit has timely and accurate reporting and manage and serve as the liaison between the finance unit and the other business units in Commerce.

• Ensure and implement the teamwork and “support-first” mindset for the Finance and Operations unit while upholding agency policy and procedures for effective support services equitably across all units and employees.

• Manage the office financial calendar and ensure policies and procedures are followed during budget season and year-round for compliance.

• Troubleshoot issues and errors experienced by the Finance unit or operational related issues within any unit as they arise related to financial operations.

• Liaise with the Director of Operations

• Other duties as assigned.

Competencies, Knowledge, Skills and Abilities

• Experience managing systems and processes.

• Experience with project management tools

• Creative and motivated with the ability to work alone and in a team setting.

• Attention to detail.

• Ability to anticipate and meet deadlines.

• Excellent oral and written communication, technological understanding, critical thinking and problem-solving.

Qualifications

Associate’s in financial administration, Accounting, Business Administration, Public Administration and a closely related field.

At least two to three years of experience in financial administration, fiscal operations, fiscal administration or administrative operations involving financial processes

OR any equivalent combination of education and experience determined to be acceptable by the Deputy Director of Commerce.

Additional Information

Salary Range:$60,000-$75,000

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 8weeks 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!

*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 215-686-4670 or send an email to [e-mail].