Operations and Engagement Specialist

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 Managing Director manages and oversees the operations of the City.  Working with five Cabinet-level Deputies, operational oversight is divided into specific departmental clusters: Health and Human Services, Community and Culture, Community Services, Public Safety and Criminal Justice, and Transportation and Infrastructure.  The Community Services cluster oversees several outward-facing programs that provide services directly to the public. These offices and programs focus on enhancing quality of life and improving how citizens engage with their communities and their city government.

The Office of Immigrant Affairs (OIA) promotes and strengthens the well-being of Philadelphia’s immigrant communities. We do this by recommending and developing policies and programs, which in turn provide opportunity and access to services. We help facilitate the successful inclusion of immigrants into the civic, economic, and cultural life of the city. We also highlight the essential role that immigrants have played and continue to play in our city.

Job Description

Position Summary

The Office of Immigrant Affairs seeks a detail-oriented individual with exceptional communication, organizational and administrative skills to join the department as a full-time Operations and Engagement Specialist. This position will allow OIA to enhance the office's ability to respond to inquiries from immigrant and refugee residents by receiving and responding to all phone calls, voicemails and emails received by the office. The primary focus of this position is to address foreign born residents and their family’s questions and concerns about fully accessing public and community resources. This position will also add administrative capacity and efficiency to several office operations such as invoicing, data tracking and reporting, creating standard operating procedures, scheduling, managing office supplies, updating and maintaining information of community-based partners in the OIA resources list and more. This position will also supervise an intern or VISTA in advancement of this work.

Essential Functions

Constituent Services

• Track and respond to all phone calls, voicemails and email inquiries to the Office of Immigrant Affairs
• Track and respond to in person constituent service inquiries at the Office of Immigrant Affairs.
• Maintain and update directory of immigrant serving organizations in Philadelphia and make appropriate referrals for constituents.
• Liaise with city departments as needed to address constituent concerns.
• Document any challenges to accessing services for immigrants and elevates to OIA Executive Director or other appropriate staff for advocacy.
• Utilize telephonic and in person interpretation as needed to engage constituents and address their inquiries.
• Develop office materials in partnership with appropriate city agencies and community partners to address frequent needs and concerns of foreign-born residents based on trends in constituent services requests.

Administrative Support

• Support OIA team with administrative tasks as assigned (i.e. processing invoices, data tracking, printing, scanning, etc.).
• Manage office supplies and orders for OIA and liaise with MDO administration for this purpose.
• Manage calendar for OIA Executive Director and support scheduling for OIA team as assigned.

Community Engagement

• Support OIA community engagement goals by attending in person and virtual events as assigned.
• Maintain and update directory of immigrant serving organizations in Philadelphia.

Competencies, Knowledge, Skills and Abilities

• Ability to work with InDesign, Adobe Acrobat Pro, Microsoft Suite (including Excel, Word, PowerPoint), and virtual meeting platforms including Zoom and Teams.
• Excellent organizational and proofreading skills
• Data tracking and analysis
• Strong time management skills
• Ability to meet deadlines with keen attention to details and follow through
• Excellent interpersonal skills, maintaining tact and diplomacy in all situations
• Excellent written and oral communication
• Attention to detail, self-motivated, responsible and professional
• Solution focused and Action-oriented
• Willingness to learn, work hard, and teach others
• Ability to document and share feedback
• Ability to liaise between city agencies, community members, and nonprofit partners
• Active listening
• Ability to work independently as well as collaborate within a team
• Skilled in navigating large complex institutions
• Multilingual or bilingual proficiency
• Passion for the issue of diversity, equity, and inclusion.

Additional Information

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

Salary Range: 50,000 - 62,000

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 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 faqpchr@phila.gov.

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