PAY RANGE: N25
This is specialized administrative management work directing the procurement of goods and professional services, materials management, risk management and Americans with Disabilities Act (ADA) compliance, and Lost and Found functions for the Philadelphia International Airport and Philadelphia Northeast Airport. The employee in this class is responsible for managing, through subordinate managers and supervisors, the procurement of goods and services, professional services contracts, inventory control, warehouse storage and distribution of a wide variety of materials, supplies and equipment to support Airport operations on a regular basis and during emergencies. Contact with, executive staff, departmental managers, other city agencies, consultants, external stakeholders such as airline tenants, advocacy groups and concession vendors is significant to the work including representing the Airport in an official capacity at events. The employee in this class reports to a Deputy Director of Aviation.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
1. This position must be located at the Airport.
2. This position must be responsible for planning and directing, through subordinate supervisors, the procurement of goods and services, inventory control, risk management and ADA compliance for the Philadelphia International Airport and Philadelphia Northeast Airport.
3. Only one position may be allocated to this class.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
Directs the development of contracts for supplies, services, and equipment; responsible for ensuring vendors are held accountable for purchased products and services; directs the preparation of departmental procurement contracts, various systems for processing requests including small purchase orders, and coordinates with the City’s central Procurement Department to remedy compliance issues; oversees the monitoring of contractors; expedites contract amendments as needed, monitors the Airport Disenfranchised Business Enterprise contract compliance in collaboration with the Program Director.
Directs the preparation of specifications for contract obligations and purchase requisitions; responsible for budgeting and procuring service, supply, equipment and professional services contracts; ascertains whether funds are available; makes recommendations for approval; directs, through subordinate supervisors, the review and approval of all purchase requisitions and other documents; resolves requisition, purchasing, or shipping problems; coordinates with city and outside agencies to determine status of specific requisitions; oversees the maintenance of related divisional or departmental records; reviews contracts; administers service contracts; reviews contracts, procurement rules and budgets for other Airport units.
Directs the risk management program for the Airport; ensures, through subordinate supervisors, compliance with regulations of insurance programs, tracking and maintaining insurance certificates and oversees insurance loss prevention; reviews reports, coordinates with the City’s Office of Risk Management and insurance companies in meetings to track claims against the property and liability insurance contracts; manages the Business Continuity Plan and updates the Plan on an as-needed basis.
Directs the Airport-wide ADA compliance program; coordinates with city officials and directs outreach to members of the disabled community and Airport tenants in order to enhance the Airport’s environment for the disabled community; reviews recommendations for initiatives including website changes and scheduled events; analyzes reports in order to update program policies according to federal regulations; oversees the Airport Autism Awareness Program; implements new program policies and reports program changes to upper management.
Manages the warehouse, through subordinate supervisors, clerical and stores personnel in maintaining records, and stores commodities; directs the maintenance of all records concerning procurement of goods and services, and materials management functions; ensures the safeguarding of Airport assets at the warehouse; periodically reviews reports of the status of all accounts and authorizes the initiation of action to transfer funds to cover overages and shortages in accounts; determines methods and procedures to improve requisitioning, issuing and storing of materials and supplies; ensures that proper procedures are followed; reviews inventory and other records for accuracy and completeness; directs the Lost and Found program operations; implements new policies regarding overall warehouse and Lost and Found functions.
Establishes cross training for all subordinates; develops and implements training programs for Airport procurement staff and other Airport Units; confers with subordinate supervisors regarding staffing levels and develops staffing recommendations; prepares budget for staffing needs for unit; informs subordinates of expectations and carries out performance management; enforces personnel policies and procedures with staff; conducts investigations of employee complaints and addresses disciplinary issues.
Performs related work as required.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
· the application of administrative and management principles and practices in solving a variety of operational, budgeting, and administrative problems
· City of Philadelphia contract management cost principles and guidelines
· City and departmental policies and procedures pertaining to labor and personnel, budgets, procurement and disadvantaged business contract review and monitoring
· standard record keeping, budgetary, and accounting methods and processes related to airport management
· materials management, including procurement and accounting, and maintaining control of Airport inventory
· risk management practices as they relate to safety, claims, and loss prevention
· materials management, including procurement and accounting transactions
· Federal Aviation Administration (FAA) and U.S. Department of Transportation regulations related to administrative duties
· federal regulations as they pertain to the Americans With Disabilities Act
· supervisory principles and practices
· business process planning
· public relations principles and practices
· analyzing information and evaluating results for programs
· solving technical problems pertaining to administrative responsibilities
· developing, designing or revising administrative policies and procedures
· managing and leading a team of administrative, clerical and stores personnel
· preparing and analyzing budgets
· prepare and present effective written and oral reports to airport management and governmental agencies
· plan, supervise and review the work of internal and external staff members engaged in contractual, fiscal, risk management and inventory operations
· establish and maintain effective working relationships with Airport management, City departmental representatives, governmental agencies, industrial and commercial firms, consultants, civic organizations, associates, Airport tenants, Airport customers and the general public
· prepare operating budgets for areas of responsibility
· communicate effectively, including public speaking and in writing
· organize and prioritize administrative projects to meet deadlines
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 12/15.)
Completion of a bachelor's degree program at an accredited college or university.
Four years of full performance administrative experience.
Three years of supervisory technical procurement experience at or above pay range N23 with responsibility for planning, evaluating and reviewing the work of procurement technicians engaged in developing purchasing specifications and standards and purchasing an assigned group of commodities or services.
Two years of experience as a Departmental Procurement Specialist with responsibility for supervising subordinate personnel engaged in general administration and in the maintenance of the department's computerized requisition record and tracking system AND two years of experience at or above pay range EP19/N19 performing technical procurement work.
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources, which has included the completion of a bachelor’s degree and the specific experience as indicated above.
CLASSES THAT TYPICALLY MEET THE SPECIFIC EXPERIENCE REQUIREMENTS:
Procurement Technician Supervisor (2E14)
Procurement Specification Analyst (2E07)
PHYSICAL AND MEDICAL REQUIREMENTS
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
LICENSES, REGISTRATIONS AND/OR CERTIFICATES
Possession of a valid proper class motor vehicle operator's license as issued by the Commonwealth of Pennsylvania prior to appointment and during tenure of employment as an Airport Administrative Manager.
Must be able to pass and maintain Security Identification Display Area (SIDA) and AOA (Airfield Operations Area) clearance at the time of appointment and during tenure of employment as the Airport Administrative Manager.
Class Established 11/71
CSC – 4/14
Ad. Board – 5/14
Latest Spec. Revision:
Ad. Board - 12/15