Office Manager - Property Assessment, Boards & Commissions Unit - Boards & Commissions Division

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 City of Philadelphia Law Department acts as general counsel for the entire City government structure. We provide legal advice to all City officials, employees, departments, agencies, boards, and commissions concerning any matters related to the exercise of their official powers.

The Law Department's civil practice includes unique issues involving public interest in business, health, safety, commerce, civil rights, taxation, and community development. We employ more than 220 attorneys and 100 professional staff to support seamless operations, reduce legal liability for the City, and challenge threats to quality of life impacting the taxpayers of Philadelphia.

We are an ever-evolving Department where all are empowered to reach their full potential, to collaborate with clients as true partners, and to see their work have real impact on the City of Philadelphia. We celebrate the diversity of our staff, the City’s workforce, and the residents whom we serve and promote an environment of comradery, accountability, and inclusiveness.

The Property Assessment, Boards & Commissions Unit (PABC) counsels the Office of Property Assessment on issues related to the assessment of all real property throughout the City and applications for tax abatements and tax exemptions. The PABC also represents the Office of Property Assessment in all appeal hearings litigated before the Board of Revision of Taxes. Through its Boards & Commissions Division, the PABC provides advice, counsel, and representation to a growing number of boards and commissions that render decisions impacting many aspects of City life. Services include hearing preparation and participation, as well as the preparation of Findings of Fact and Conclusions of Law for appeals of board/commission decisions filed with the Court of Common Pleas.  With a staff of four attorneys and one legal assistant, the Division currently provides legal services to the Zoning Board of Adjustment, the Board of License and Inspection Review, the Fair Housing Commission, and the Philadelphia Commission on Human Relations, in addition to other boards and commissions.       

Position Summary

The primary function of this position will be to provide administrative support for the Philadelphia Water, Sewer and Storm Water Rate Board.  The Office Manager will work with the Law Department attorney assigned to the Board, the Law Department’s Administrative Services Unit, and Board members and contractors to arrange and manage matters related to the Board’s operations and rate proceedings.  The Office Manager will also assist the Boards & Commissions Division by scheduling Divisional meetings, maintaining the internal calendar, and producing regular reports about the Division’s work. 

Essential Functions

The duties of an Office Manager in the Boards & Commissions Division of the PABC Unit are performed under the review, oversight, and approval of a Deputy City Solicitor and the Divisional Deputy City Solicitor and include, but are not limited to:

• Preparing and publishing meeting and hearing notices in accordance with the PA Sunshine Act
• Drafting Board resolutions (in consultation with the Chair of the Board)
• Responding to written complaints about hearing procedures and suggesting processes for handling complaints/disruptions during hearings
• Drafting policies and regulations/amendments and sending regulations/amendments to the Department of Records for public comment, as required (once approved by the Board)
• Conducting preliminary review of documents submitted in rate proceedings in order to identify potential issues
• Labelling and sending documents for posting on the Board’s website, and following up to ensure prompt and accurate posting
• Arranging the dates, times, and locations of Board meetings and public hearings, including any arrangements for Zoom access or court reporters, and communicating those to the Board and its Hearing Officer
• Assisting as needed with the review of draft documents such as the Hearing Officer’s Report and the Board’s rate determinations
• Providing input as needed in the preparation of budgets and related documents, requests for proposals, and encumbrance amounts
• Attending monthly Board meetings and, as needed, public hearings, serving as Zoom administrator in virtual or hybrid meetings and hearings
• Preparing and maintaining minutes from Board meetings and proceedings
• Reviewing and approving contractor invoices and budgets (in consultation with the Board Chair)
• Compiling and filing the Certified Record with the Court of Common Pleas when Board decisions are appealed
• Monitoring the Board’s email account
• Establishing and maintaining effective working relationships with all parties involved in rate proceedings
• Performing related work on behalf of the Boards and Commissions Division as required, such as scheduling weekly meetings, maintaining the internal calendar, and preparing regular reports

Competencies, Knowledge, Skills and Abilities

• Excellent organizational, customer service, and time management skills
• Effective and professional oral and written communication
• Ability to work independently and think proactively
• Ability to manage and prioritize numerous assignments
• Detail oriented
• Familiarity with the requirements of the PA Sunshine Act
• Computer skills required/desired for the position include:
  • MS Office (Word, Excel, Outlook, PowerPoint, OneDrive, SharePoint)
  • Adobe Acrobat
  • Microsoft Teams, Zoom and other virtual platforms

• Candidates must have an Associate’s Degree and a minimum of five (5) years of relevant experience in a legal setting.
• Relevant experience with boards, commissions, or similar entities is a plus

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

Salary Range: Up to $82,106 – Commensurate with education and experience

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 8 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 [email protected].

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