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

Implementing a key recommendation of the Youth Residential Placement Task Force, the Kenney Administration recently established the Office of the Youth Ombudsperson (OYO) – a new City office that is fully focused on protecting the safety and wellbeing of Philadelphia youth who have been placed in residential settings via the juvenile justice, child welfare and/or behavioral health placement processes.

Reporting to the Inspector General, the OYO will work collaboratively with DHS, DBHIDS, CBH, OCF, MDO and other partner agencies across all levels of government to monitor and evaluate the quality of care at youth residential facilities that are operated by or contracted with the City of Philadelphia.

The OYO will serve as a key resource for youth and family as they navigate the residential placement experience, establishing an additional and supplemental avenue for information, complaints and inquiries. The OYO will actively monitor the City’s various compliance initiatives, grievance investigations and internal controls. The OYO is also tasked with gathering data from City agencies and providers to evaluate and improve the quality of care for youth in residential placements.

The Administrative Assistant/Receptionist in the Office of the Youth Ombudsperson (OYO) is responsible for providing secretarial, clerical and administrative support to the OYO team. This position reports to the Director of Finance & Administration and serves customers by greeting, welcoming, and directing them appropriately, as well as notifying OYO personnel of visitor arrival.

RESPONSIBILITIES

OYO As an Access Point

The goal of the OYO is to be a direct access point for youth in residential placement facilities and their families to report grievances. As such the Administrative Assistant will perform the following functions including:

• Manage and maintain OYO email address, OYO calendar as well as the calendar of Youth Ombudsperson, events, meetings, correspondences, etc.
• Manage OYO phone number/hotline to handle caller inquiries and complaints, enter information into the database and notify Youth Ombudsperson and Deputy Ombudsperson
• Redirecting calls and emails as appropriate and taking adequate messages when required;
• Assist youth or person making complaint on behalf of youth with scheduling interviews with OYO
• Greeting, assisting and/or directing visitors and the general public to the appropriate staff member.

Provide office support services to ensure efficiency and effectiveness within the Office of the Youth Ombudsperson (OYO), including:

• Help OYO maintain physical files and files stored in database for compliance purposes
• Maintaining the general filing system and file all correspondence;
• Picking up and deliver the mail;
• Opening and date stamping all general correspondence;
• Assisting in the planning and preparation of meetings, conferences and conference telephone calls;
• Maintaining an adequate inventory of office supplies;
• Coordinating the repair and maintenance of office supplies;
• Providing word-processing and secretarial support.
• Work with OIG/OYO PR Specialist to ensure OYO creates and maintains fliers, brochures, and other communications
• Assisting with administrative tasks related to onboarding and hiring of new staff
• Manages Fleet cars, keys, and tags, badges, cell phones,
• Managing Imprest Funds

• Perform other related duties as required including general support the Youth Ombudsperson and OYO staff.

SKILLS

• Excellent written, verbal and listening communication skills
• Computer skills including the ability to use spreadsheet and word processing programs at a highly proficient level
• Analytical and problem solving skills
• Decision making skills
• Time management skills

PERSONAL ATTRIBUTES

• A high energy, results oriented individual who can make a difference; an individual who takes initiative, makes things happen, accepts accountability and has a “can do” attitude; has a sense of urgency
• Decisive; able to process facts and circumstances and make quick decisions that are in line with the goals and objectives of the OYO
• Action and detail oriented; an individual not afraid to roll up his/her sleeves and get into the details of the operation
• Must be a team player with strong interpersonal skills who is capable of working both independently and collaboratively
• Consistently demonstrates sound judgment

Work-Life

Working hours are generally 37.5 hours per week. Our team is currently hybrid with both virtual and in-office days, however the position can opt to come in the office each day if desired.

• Bachelor’s degree in business administration or a related field, preferred.
• Incumbent must have three (3) years or more of experience in the business administration or a related field or a combination of education and experience, which includes employment and workforce development.
• Valid PA Driver’s License, preferred.

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

Salary Range: $50,000 - $62,000

Did you know?

• We are a Public Service Loan Forgiveness Program qualified employer
• 25% tuition discount program for City employees (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

• The successful candidate must be a city of Philadelphia resident within six months of hire

Please note that effective September 1, 2021 the City of Philadelphia is requiring all new employees to present proof of vaccination against COVID-19.

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