Operations Director – Finance

Job Description

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 Office of Children and Families (OCF) aligns the City’s policies, resources, and services for children and families.

Our priorities are:

• Safe children.
• Strong families.
• Supported schools and communities.

OCF administers a number of City-supported programs, including Out-of-School Time, WorkReady, Community Schools, PHL Pre-K, and Access Centers. The office also oversees the Department of Human Services (DHS), Philadelphia Parks & Recreation, and the Free Library of Philadelphia.

The Philadelphia Department of Human Services serves approximately 10,000 children per year with a workforce of over 1,500 employees; and a wide range of child welfare, delinquent, and community-based service providers.

The core mission of the Department of Human Services (DHS) is to provide and promote safety, permanency, and well-being for children and youth at risk of abuse, neglect, and delinquency. The Department of Human Services is a diverse environment that seeks to create an inclusive environment that provides Child Welfare services through an anti-racist lens.

Job Description

Position Summary:

This position is within the Finance Department and assigned to the Department of Human Services (DHS) in the Finance Division. This is a senior level management position reporting directly to the Chief Financial Officer for the Finance Division of the Office of Children and Families/Department of Human Services. This position will serve as the lead executive on the State funding process. The Operation’s Director position will provide leadership and management to the daily operations of the following units:

• Accounts Payable: The accounts payable team is responsible for the provider invoicing and payment remittance process. The department has well over 200 professional services contracts.
• Revenue Enhancement: The Revenue Enhancement team is responsible for quarterly invoicing to the department’s grantors, which includes various State & Federal funding streams.
• Medical Eligibility: The Medical Eligibility team is the individual largest group within the division, with over 30 staff. This team is responsible for determining the eligibility and reimbursability of each individual youth within DHS’ care. This dictates the amount of state and federal reimbursements for the department.
• ·Quality Assurance: This new unit within Finance is an independent review of the Medical Eligibility Unit. The team is responsible for training, reviewing, and supporting the ongoing planning and management of the Medical Eligibility unit. The team also serves as a liaison between the division and the state.
• State Needs Based Plan & Budget Process: Annually, the Department of Human Services is responsible for submitting a Plan and Budget to the PA Office of Children, Youth & Families (OCYF). The Operations Director will take a lead role in coordinating the Budget Narrative compilation and supporting documentation mandated by the state.

Essential Functions:

1. Assess process improvement opportunities to increase staff efficiency and effectiveness and management of division functions.

2. Serve as first point of contact for State budgeting oversight and development informing the Needs Based Budget process.

3. Work closely with PA Office of Children, Youth & Families (OCYF) with compliance of state regulations and policies through assigned supervisors/managers.

4. Work closely with other senior management staff within Finance division to address issues impacting reimbursement and invoicing.

5. Work closely with divisional leaders to address issues impacting assigned responsibility programs.

6. Establish and maintain collaborative and effective working relationships with direct reports, peers, supervisor, and departmental leaders.

7. Represent Chief Financial Officer at meetings and/or work group committee meetings related to the State Funding policies and procedures.

8. Perform other responsibilities as assigned by the Deputy Commissioner.

Competencies, Knowledge, Skills and Abilities:

Abilities

• Ability to work independently to achieve goals.
• Ability to problem solve and think creatively to produce solutions.
• Ability to read, analyze and interpret complex technical policies, procedures and regulations.
• Ability to respond appropriately to emergencies and/or crisis.
• Track record in establishing and sustaining collaborative and effective working relationships with direct supervisor, peers, staff, consultants, service providers, and vendors.
• Ability to effectively communicate – verbally and in writing – with a variety of stakeholders including direct supervisor, peers, staff, consultants, service providers, and vendors.
• Ability to apply the principles and methods used in data collection, analysis, and reporting.

Knowledge

• Knowledge of the principles and practices of administration and budgeting.
• Knowledge of the principles and practices of employee supervision.
• Knowledge of state and federal laws, policies, procedures, and standards related to children, youth, and families programs and services.
• Knowledge of Act148 Invoicing strongly desired.
• Knowledge of Federal Funding to include Title IV-E, TANF strongly desired. 

Work-Life:

Working hours are generally 37.5 hours per week. Flex time is offered as an option between the hours of 7:30-10am and 3:30-6pm. Our team is currently hybrid with a minimum of 3 in-office days, however the position can opt to come in the office each day if desired.

Qualifications

• Minimum of Bachelor’s degree in accounting or business administration and 5+ years of experience in financial management.
• Minimum of 5 years supervising multiple staff teams.
• Thorough knowledge of financial administration, financial forecasting and implementation
• Strong analytical and problem-solving skills.
• Proven capability to develop and implement clear and effective policies and procedures.
• Proven capability to lead strategic planning activities by working closely with cross functional leaders to deliver on identified priorities and mitigate high risk areas.
• Previous experience with FAMIS, ACIS and COGNOS preferred.

Additional Information

TO APPLY: Interested candidates must submit a cover letter and resume.

Salary Range: $120,000

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 6 weeks 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!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*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 faqpchr@phila.gov.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx