Budget Coordinator - Capital - City of Philadelphia

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’s Office (MDO) manages and oversees the operations of the City. Working with five Cabinet-level Deputies, operational oversight is divided into specific departmental clusters: Community Services, General Services, Arts, & Events, Health & Human Services, Public Safety & Criminal Justice, and Transportation, Infrastructure, & Sustainability.  

The Capital Program Office (CPO) is a newly created office within the Office of the Managing Director’s purview, responsible for capital planning and implementation for a number of City agencies, including but not limited to Philadelphia Parks and Recreation, Police, Fire, Prisons, Health, Office of Homeless Services, Fleet, The Free Library and Public Property. CPO is assigned to work with the City Planning Commission, Budget Office and client departments in the creation of the annual capital budget and capital program, by evaluating proposed capital projects in terms of cost, schedule of work, timetable for completion, utility and practically as well as benefit to the City and compliance with the priorities of the Administration. The CPO oversees the engineering and architectural functions for, and otherwise is responsible for implementing projects set forth in the City’s current and future capital budgets and programs. 

Position Summary 

 The Budget Coordinator is responsible for overseeing and managing the use of capital and operating budgets within the City of Philadelphia, specifically supporting the Capital Program Office (CPO) and its client departments. This role is integral and focuses on continuous monitoring, reporting, and analyzing of capital funds, Class100 (personnel) operating budgets, and other financial activities related to city contracts and public works. The Budget Coordinator will also assist in budget calls, track funding, and develop financial reports to update stakeholders on project progress and fiscal health. The position requires collaboration with department officials to ensure that city-wide fiscal policies are followed and that budgets are effectively managed. 

Essential Functions 

• Capital and Operating Budget Oversight: Oversee the management of the City of Philadelphia's capital funds, continuously monitoring encumbrances, balances, and ensuring the efficient use of capital money in public works, requirement contracts, and professional services contracts. 

• Operating Fund Monitoring: Track the operating budget (primarily class 100 personnel funds), ensuring proper management of surplus/deficit spending and budget compliance for CPO. 

• Client Department Support: Serve CPO client departments by providing budgetary support and ensuring capital improvement projects are funded according to their specific budgetary needs and constraints. 

• Budget Discrepancy Resolution: Identify discrepancies in budget proposals, accounts, or funding requests, and work with appropriate departments to find and implement effective solutions. 

• Financial Document Review: Review and approve financial documents associated with both operating and capital funding. Evaluate preliminary capital and operating budgets submitted by division managers and provide direction on revisions and justifications. 

• Budget Reporting and Analysis: Prepare detailed reports and analyses on budget and financial transactions, including monitoring the use of funds, encumbrances, and balances. Provide regular updates to stakeholders on the status of capital improvement projects. 

• Grant Management: Analyze and develop grant applications, ensuring accuracy and completeness. Prepare cost schedules and revenue projections for grant-funded programs, estimate increased operating expenses, and develop strategies to address potential financial risks. 

• Budget Call Process: Assist in the budget call process for both operating and capital budgets, ensuring that departments submit comprehensive and accurate proposals. 

• Policy Implementation: Work with department officials to implement City-wide fiscal policies and ensure conformance to the City's overall fiscal program. 

• Financial Analysis: Analyze fiscal and capital budget requests, review a wide variety of financial documents, and perform assigned projects related to the City's fiscal operations. 

Required Competencies, Knowledge, Skills, and Abilities 

Knowledge: 

• Strong understanding of municipal finance principles, including capital and operating budgets, public works funding, and the City of Philadelphia's fiscal policies. 

• Comprehensive knowledge of capital project funding, monitoring, and encumbrance tracking for large-scale public projects. 

• Familiarity with financial reporting, budget preparation, and grant management processes, including compliance with local, state, and federal funding requirements. 

• In-depth knowledge of personnel budgets and their impact on operational financial planning. 

• Understanding of procurement processes, requirement contracts, and professional services contracts in the public sector. 

• Knowledge of accounting principles, financial analysis techniques, and cost estimation methods. 

• Familiarity with budget management software and systems, as well as Microsoft Office Suite (especially Excel). 

Skills: 

• Ability to analyze financial statements, capital and operating budgets, and grant applications to assess fiscal health and ensure compliance. 

• Skilled in developing, monitoring, and evaluating budgets, including resolving discrepancies and providing accurate financial oversight. 

• Strong ability to identify budgetary and financial discrepancies, evaluate potential solutions, and implement effective corrective actions. 

• Proficiency in developing detailed financial reports and summaries, tracking funding, and presenting findings to stakeholders in a clear and concise manner. 

• Experience in analyzing grant applications, preparing cost schedules, and ensuring compliance with grant requirements. 

• Excellent verbal and written communication skills, capable of clearly presenting budget information and financial data to various stakeholders, including city officials and external partners. 

• Strong interpersonal skills to work effectively with department managers, client departments, and external stakeholders to ensure budget compliance and project success. 

Abilities: 

• Ability to review and analyze large amounts of financial data and ensure accuracy in reporting, budgeting, and document preparation. 

• Capacity to manage multiple projects and tasks simultaneously, ensuring deadlines are met while maintaining quality and accuracy. 

• Ability to assess budget proposals, interpret complex financial data, and make informed decisions and recommendations. 

• Ability to implement city-wide fiscal policies and ensure alignment with broader financial goals and regulations. 

• Ability to adjust to new budgetary requirements, financial procedures, and evolving city-wide priorities, while maintaining effective financial management. 

• Ability to work with diverse stakeholders, from city officials to community representatives, ensuring transparency and effective communication. 

• Ability to provide guidance and oversight to department managers in preparing budget proposals and financial justifications. 

Bachelor's degree program at an accredited college or university with major course work in public administration, finance, economics, accounting, or business administration. 

Three to five years of budget, fiscal, accounting or auditing analysis and management. 

Note: This position is on-site, in-person, 5 days a week.

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

Salary Range: $75,000-$80,000

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.

Interested candidates should apply through Smart Recruiters:  

Any questions related to this position should be directed to Lydia Furst, Chief Deputy City Solicitor, Affirmative & Special Litigation Unit (lydia.furst@phila.gov). 

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