Administrative Services Supervisor

This list is also used to fill positions for Administrative Services Supervisor – Non-Confidential (2L09).

ABOUT THIS POSITION
This is administrative support work supervising a large clerical/technical staff through a subordinate supervisor in a departmental division or a functional operations unit requiring a number of varied administrative office support services. Positions in the class supervise a large specialized clerical/technical staff engaged in performing administrative support that includes a variety of limited scope and complexity office management functions that are comprised of budget/accounting, personnel, purchasing, and records maintenance, and other clerical support services, as required. Positions in this class are distinguished from lower level supervisory clerical classes by the wider scope and complexity of work, the extent of supervision received, and the level of staff supervised (which includes the responsibility for supervising through subordinate supervisors). Interacting with vendors, departmental and divisional administrators and officials in other City departments and reviewing operating procedures and performance and making recommendations to improve efficiency are significant to the work. Work is performed under the supervision of an administrative or technical superior.
Union Code N. Non-Represented
FLSA Code Exempt
Application Procedures CITY OF PHILADELPHIA APPLICATION INFORMATION

Thank you for your interest in employment with the City of Philadelphia. Please refer to the important information below regarding this job opportunity.

1. You must complete the entire application process, provide accurate and up to date contact information, and submit all certifications, required licenses, and relevant documentation with each application or email the documents as an attachment to the Human Resources Representative listed below prior to the date of the exam.

2. The analyst responsible for reviewing applications and additional documentation for this job opportunity is:

Charlene B. Clark-Smith
City of Philadelphia
Office of Human Resources
1401 JFK Boulevard, Room 1530
Philadelphia, PA 19102
Phone 215-686-3159
Fax 215-686-2347
Email Charlene.clark@phila.gov

3. For all other inquiries please contact Customer Service at 215-686-0880 or email hrhelpdesk@phila.gov
Minimum Requirements

Minimum Training, Education & Experience The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests.

ANTICIPATED ELIGIBILITY
Candidates who meet the experience requirements within six (6) months of the application deadline (6/8/2025) will be admitted to this examination. Successful candidates will be placed on the eligible list, but may not be hired or promoted until all requirements have been satisfied.

1. CIVIL SERVICE STATUS: Presently employed by the City of Philadelphia with permanent Civil Service status and a Performance Rating of Satisfactory or higher;

AND
2. EDUCATION: Education equivalent to completion of the twelfth school grade.

AND
3. GENERAL EXPERIENCE: Three years of experience in clerical work.

AND
SPECIFIC EXPERIENCE: Two years of clerical or administrative experience at the level of Pay Range 13 or EP9.

NOTE: Successful completion of coursework from an accredited college or university may be substituted for the general experience on a year-for-year basis. (30 credits equal one year).

THE FOLLOWING ARE CLASSES THAT TYPICALLY MEET THE MINIMUM EXPERIENCE REQUIREMENTS:

• Administrative Technician (EP 9)
• Financial Technician (EP10)
• Collection Customer Representative Supervisor (EP13)
• Revenue Collection Enforcement Supervisor (EP12)
• Hiring Services Assistant 2 (13)
• Payroll Examiner 2 (13)
• Stores Supervisor (13)
• Clerical Supervisor 2 (13)
• Departmental Payroll Supervisor 2 (14)
• Payment Processing Supervisor (14)
• Inventory Control Technician (15)
• Instructor (16)
• Contract Clerk (17)

Physical & Medical Requirements Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
Required Licenses & Certifications
Other Requirements

Equivalency Statement(s)
Application Details

Notes to Applicants The City of Philadelphia is a Public Service Loan Forgiveness Program-qualified employer.
Learn more here: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service
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: www.phila.gov/humanrelations
The City of Philadelphia is committed to ensuring access to Civil Service examinations by providing appropriate accommodations for candidates with documented medical or religious reasons. Candidates may request an accommodation for a Civil Service examination by contacting the Office of Human Resources at 215-686-2350 or by email at janine.labletta@phila.gov. The accommodation process is interactive and requires cooperation and communication between the applicant requesting a test accommodation and OHR. Decisions will be made on a case-by-case basis using the required documentation that is submitted. Requests are to be made in a timely manner prior to the scheduled date of the Civil Service examination.
Only an on-line application will be accepted for this exam. Paper applications will not be accepted.
Computers are available in the 3-1-1 Walk-In Center located in Room 167 of City Hall (Weekdays from 9 AM to 5 PM) and at your local Philadelphia Free Library branch.
For inquiries regarding City employment, contact the Office of Human Resources Monday through Friday between 8 AM and 4 PM by telephone at 215-686-0880 or by email at hrhelpdesk@phila.gov.
ALL Applications must be received by the end of business on December 8, 2024.
Your application will be rejected, and you will be disqualified from competing in this examination if you:

• Do not provide your complete and accurate social security number.

• Attempt to practice fraud or deception in the preparation of this application

All correspondence and notifications will be sent to your e-mail address or postal address listed in the contact information (address, phone #, e-mail) of your account profile. Your contact information will be automatically updated each time you submit an application for employment. It is your responsibility to change your contact information and to ensure that it is correct.
If you provide an e-mail address, all correspondence regarding this examination will be sent to you by e-mail. You should add Phila.OHR@phila.gov to your address book or list of trusted contacts to prevent notices from being marked as spam by your e-mail provider. Please call the Office of Human Resources at 215-686-0880 or email hrhelpdesk@phila.gov if you have any questions.
Information concerning employment with the City of Philadelphia may be found at various social media sites. We can be found as Philadelphia Office of Human Resources. The pages for each are linked below: Facebook Twitter Youtube NextDoor Linkedin
ELIGIBLE LIST: CITY-WIDE PROMOTIONAL
Departmental and interdepartmental promotional eligible lists will be established as a result of this examination. An appointment in any department may be made from either one of the above-established promotional lists as deemed appropriate by the appointing authority.

Candidates who pass the exam and are placed on the civil service list will be retained on the list for a minimum of one year and a maximum of two years after the establishment of the Eligible List.

PREFERENCE FOR PHILADELPHIA RESIDENTS Candidates who have maintained a bona fide residence in Philadelphia for at least one year prior to the date of the civil service examination shall have priority over all other persons receiving an identical test score. If you have maintained a bona fide residence in Philadelphia for at least one year immediately preceding January 7, 2025, you are eligible to claim residency preference.
To receive such preference, candidates must respond to the question regarding residence later in this form.
The response on this application will be used to determine eligibility for preference for residents. Documentation of residence may be required if there is any question as to whether you meet the residency preference requirements.
If an applicant does not respond to the appropriate residence question, it will be assumed that the applicant does not qualify for residence preference. Eligibility for residence preference must be determined by the date of the test administration. No requests for residence preference will be granted after the test administration.
Projected Exam Date This computer-based written examination is scheduled for January 7, 2025. Please note that this examination date is subject to change.

Candidates will need access to a desktop computer or laptop with a webcam and internet access to take the examination. Candidates will need to be able to operate computerized software proficiently and independently.
If you do not have access to a desktop computer or laptop with a webcam and internet access, or cannot operate computerized software proficiently and independently, please contact the analyst listed on this announcement and alternative arrangements will be made for you to take this examination.

IN THE EVENT OF BAD WEATHER CONDITIONS
In the event of bad weather conditions which may lead to exam delays or cancellations, test takers must check the status of the exam by contacting the City of Philadelphia’s 3-1-1 Information Center by dialing 3-1-1 or 215-686-1776, or check for an update on our Twitter page. You may also contact the analyst, Charlene Clark-Smith at Charlene.clark@phila.gov.
An Eligible List is planned for the week of January 20, 2025. Please note that this date may change.
Test Review In accordance with Civil Service Regulation 9.091B, candidates will have 30 days after the results have been mailed to review their test and to file appeals to the key answers. Call 215-686-0880 if you wish to schedule a Test Review.
Assigned to (view only)
Assigned to Charlene Clark
Parts & Weights

Part Computer-Based Multiple Choice Exam
Weight 90%
Part Seniority Rating
Weight 10%

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