Chief of Staff and Operations
- Philadelphia, PA
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.
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The Register of Wills is a state agency under the 1st Judicial District of Pennsylvania. Our mission is to preside over the protection of generational wealth. Our staff of experts provide both guidance and assistance through an array of city resources and services. In addition, our office administers critical functions pertaining to wills estates and guardianship.
The Chief of Staff and Operations is responsible for functioning as the highest-level executive manager over administrative support operations and services for the Register of Wills (“ROW”). Administrative areas managed include all ROW public service departments, contract administration, information technology, facilities management, capital projects, materials management, and ancillary administrative support functions. The Chief of Staff and Operations will formulate and recommend administrative policies and objectives, and design and implement strategic direction for administrative operations to maximize operational efficiency, improve services, reduce administrative cost, and ensure compliance with ROW guidelines. This position requires comprehensive knowledge of organizational planning and management, personnel management, employee relations, and departmental programs and operations. This position is also responsible for directing through subordinate supervisors and a staff comprised of supervisory, professional, technical, administrative and clerical support positions.
- Direct the central administrative operations and services of ROW’s administrative functional areas including facilities management and capital projects, information technology, materials management, and department-specific support functions.
- Maintain and enhance daily operations through management of supervisors and staff to ensure the Register of Wills operates in compliance with state and local statutes and policies.
- Responsible for staff coaching, training and development, within assigned functional areas and across departments.
- Review audits and implement strategies to correct any defined deficiencies in work practices.
- Formulate, implement, and enforce administrative policies for the ROW; participate in the development and implementation of departmental goals and objectives.
- Oversee the collection, analysis, and maintenance of production and performance statistics for all ROW departments.
- Manage centralized contracting operations and activities including the development, administration, and management of contracts and associated contract service monitoring.
- Evaluate and recommend policies, procedures and guidelines for the effective operation of materials management and procurement systems.
- Coordinate centralized administrative support functions and services with that of other offices and programs, county departments, outside agencies, and vendors.
- Design and implement strategic direction for administrative operations to effectively meet current and future administrative needs for the entire organization.
- Oversee long and short-term planning and policy development for the office with emphasis on administrative services and operations.
- Additional duties as assigned. Management reserves the right to add, modify, change or rescind the work assignments of this position.
Education and Experience
- Bachelors or Master’s degree in business, public administration, organizational development, operations management, or a closely related field, from an accredited college or university.
- 5-7 years of progressively responsible management experience in business administration and operations within city government.
- Excellent interpersonal skills and demonstrated ability to establish, maintain, and foster positive and harmonious working relationships.
- Superior leadership skills and demonstrated ability to effectively manage large teams through subordinate staff.
- Strong technical acumen and computer proficiency; experience with various software systems and platforms.
- Fluency in MS Office including Word, Excel, and PowerPoint.
Competencies, Knowledge, Skills and Abilities
- Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff, either directly or through subordinate levels of supervision.
- Principles, practices and techniques of business operations in a public agency setting.
- Applicable Federal, State, and local laws, codes, and regulations.
- Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs; principles and practices of municipal government administration.
- Record keeping principles and procedures.
- Teambuilding strategies and techniques.
- Effective employee coaching, training, and development practices.
- Build and maintain a positive culture and a shared vision across all departments.
- Lead and effectively manage teams in delivering high-quality service to the constituents of Philadelphia.
- Broaden the influence of the Register of Wills via making connections and introductions with key political stakeholders.
- Develop and implement goals, objectives, policies, procedures, work standards, and internal controls.
- Provide administrative and professional leadership and direction for the office.
- Interpret, apply, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations.
- Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
- Establish and maintain a variety of filing, record-keeping, and tracking systems.
- Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
- Operate modern office equipment including computer equipment and specialized software applications.
- Comprehend and use English effectively including producing all forms of communication in a clear, concise, and understandable manner to intended audiences.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and harmonious working relationships.
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Some travel is also required, to meetings and functions, intermittently throughout the month. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
Please submit a cover letter and resume with your application. Applications without all documents will not be considered.
Did you know?
- We are a Public Service Loan Forgiveness Program qualified employer
- Employees are eligible for a 25% tuition discount program (and sometimes spouses and dependents as well) in partnership with area colleges and universities
- 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
Successful candidate must be a city of Philadelphia resident within six months of hire
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 firstname.lastname@example.org. For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx
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