Administrative Assistant

Position Summary

Reporting to Operations Manager, the Administrative Assistant is a key part of the Mayor’s Office of Education staff with dual responsibilities for the Adult Education program and for the MOE Department.

 The position will support the Adult Education program with contract management, partner Memoranda of Understanding and invoice processing and will provide administrative support to all Adult Education Philadelphia staff, including event planning and meeting coordination. They will proofread documents, PowerPoints, and all public-facing materials.  

The Administrative Assistant will also support the Director of Operations, with responsibility for payment of invoices for MOE and will serve as a backup on key administrative functions including HR processing and procurement.

We are seeking a detail-oriented individual with exceptional communication, organizational and administrative skills This position will add administrative capacity and efficiency to several office operations such as invoicing, creating standard operating procedures, managing office supplies, updating and maintaining information of community-based partners in the resources list and more.

Essential Functions

Invoice processing and tracking

• Prepare and submit invoices for adult education and Mayor’s Office of Education programs

Human Resources processing

• Support operations manager in completion of HR processing functions including preparing and submitting position descriptions, tracking clearances, supporting onboarding of new staff including procuring computers, phones, badges and email access.

Support Adult Education Events

• Coordinate and distribute print materials
• Provide event and logistical support.
• Support communication with partners, as needed.
• Maintain communication with contracted providers and other stakeholders
• Support, coordinate, and participate in provider and partner network meetings as appropriate
• Support the Adult Education Senior Manager

Contracts

• Assist with the writing and development of external procurement opportunities.
• Manage proposals through the approval process prior to posting in the Automatic Computer Information System (ACIS).

• Assist the adult education team with contract execution which includes reviewing vendor proposals and Scope of Work (SOW) for contractual requirements and budget.
• Refine internal processes and procedures that address grant- and contract-specific requirements.

• In coordination with the Executive Director, work with partners in Finance and Law to ensure timely contract review and payment.
• Work with fiscal manager to develop quarterly and annual financial reports.
• Work with the MOE Finance Manager to verify expenditures to ensure eligibility and reimbursement under contract terms.

Other Functions:

• As assigned by Operations Manager.

Competencies, Knowledge, Skills and Abilities

Digital literacy

• Able to problem solve in a digital environment. Has demonstrated skills using Excel, Acrobat, and Microsoft Word, especially for proofing and formatting.

Efficient and Detail Oriented

• Can complete tasks efficiently and with minimal supervision. Can create standard processes and handle multiple projects at the same time.

Accounting or invoicing

• Experience initiating payments through centralized payment systems

Human Resources Administration

• Basic knowledge of human resource management including hiring processes.

Writing and proof-reading

• Good written skills. Pays attention to the details and sees the mistakes that others miss.