Enterprise Resource Planning (ERP) Grants Analyst

The Office of Innovation & Technology (OIT) is the central IT agency for the City of Philadelphia headed by the Chief Information Officer (CIO). OIT oversees all major information and communications technology initiatives for the City of Philadelphia - increasing the effectiveness of the information technology infrastructure, where the services provided are advanced, optimized, and responsive to the needs of the City of Philadelphia's businesses, residents, and visitors. OIT responsibilities include: identifying the most effective approach for implementing new information technology directions throughout city government; improving the value of the city's technology assets and the return on the city's technology investments; ensuring data security continuity; planning for continuing operations in the event of disruption of information technology or communications services; and supporting accountable, efficient and effective government across every city department, board, commission and agency. In partnership with the Office of the Chief Administrative Officer (CAO) and the Office of the Director of Finance, the Office of Innovation and Technology (OIT) is undertaking a major Citywide project to modernize core financial, grants, procurement, and supply chain business processes. This project (Optimize Procurement and Accounting Logistics Enterprise Resource Planning and Data Warehouse/Business Intelligence Tool, or "OPAL ERP and DW/BI project") will replace the existing General Ledger and Procurement systems (i.e. FAMIS, ADPICS, ACIS, PHLContracts, etc.) that support these business processes and will enable the City to realize benefits such as reducing transaction processing time and effort, providing better access to information for reporting and analysis, and making it easier to onboard new employees into these functions. The Pre- and Post-Award Grants, Projects Contracts, Billing, Receivables Analyst is responsible for overseeing pre- and post-award grants, projects contracts, billing, and receivables functions for the OPAL ERP and DW/BI project. This is a permanent exempt position that will move to maintenance and support after the project is complete (in 3-4 years). The purpose of this position is to work on a team that will analyze the requirements of the project and refine them, work with a team of implementation consultants to design the system, conduct initial user acceptance testing, train city personnel, help to integrate the system with other city software and launch the software in phases. After the project is launched, an optimization phase where the team will analyze and implement changes to improve the performance. As the ERP is a Software as a Service (SaaS) model there will be a continual need to support, test and train new functionality every 3 to 6 months. Essential Functions Throughout the OPAL ERP and DW/BI project, the Pre- and Post-Award Grants, Projects Contracts, Billing, Receivables Analyst will: - Provide functional analysis and input on workflows related to pre- and post-award grants, projects, customer contracts, billing, receivables routines - Define and design the future state pre- and post-award grants, projects, customer contracts, billing, receivables business processes & requirements - Prioritize the pre- and post-award grants, projects, customer contracts, billing, receivables configuration options to consider in setting up the new system to support the future state policies, business processes & requirements - Select, setup, and document the selected pre- and post-award grants, projects, customer contracts, billing, receivables configuration option to support the future state business processes & requirements - Prepare for and test the pre- and post-award grants, projects, customer contracts, billing, receivables configurations to validate the setup satisfies the design - Document business process and application configuration training content that will be used by the training team to prepare for and conduct pre- and post-award grants, projects, customer contracts, billing, receivables end user training sessions - Create and deploy the pre- and post-award grants, projects, customer contracts, billing, receivables business process and systems user procedures to the appropriate end users - Review, administer and monitor Grants, Projects, Customer Contract, Billing and Receivable related workflow development procedures to validate compliance with policy, process, and systems design - Work with OIT and the project team to meet the delivery schedule - Develop and document unit test cases; and - Provide weekly tasks reports to functional leads. After the OPAL ERP and DW/BI project has been deployed, the Pre- and Post-Award Grants, Projects Contracts, Billing, Receivables Analyst will also: - Identify, research, resolve, and report on production issues and document enhancements requests - Analyze vendor provided new release pre- and post-award grants, projects, customer contracts, billing, receivables functionality to determine relevance to meet the current or new business processes & requirements - Define and design the relevant new release pre- and post-award grants, projects, customer contracts, billing, receivables functionality's ability to meet the business processes & requirements - Setup and document the relevant new release pre- and post-award grants, projects, customer contracts, billing, receivables functionality - Prepare for and regression test the new release pre- and post-award grants, projects, customer contracts, billing, receivables functionality to validate the setup satisfies the revised design requirements - Document the revisions to the business process and application configuration training content associated with the new release pre- and post-award grants, projects, customer contracts, billing, receivables functionality and provide this incremental content to the training team for them to prepare for and conduct the needed incremental end user training sessions - Create and deploy incremental new process and systems changes to the pre- and post-award grants, projects, customer contracts, billing, receivables business process and systems user procedures to the appropriate end users; and - Participate in regression testing efforts; and - Look for opportunities to incrementally optimize pre- and post-award grants, projects, customer contracts, billing, receivables new processes to meet future requirements or leverage delivered systems functionality and technology. Qualifications - Completion of a Bachelor's or Master's degree with coursework in accounting, finance, operations management, IT, business administration, or a related field or equivalent experience; - 3-7 years of professional experience with pre- and post-award grants, projects contracts, billing, and receivables; and experience with implementing ERP and/or DW/BI solutions strongly preferred. Competencies, Knowledge, Skills and Abilities - Extensive knowledge of Pre- & Post-award grants, projects, contracts, billing and receivables transaction processing operations, policies, procedures - Strong accounting background with large, complex organizations - Experience with processing grant journal entry requests, verifying funds, ensuring legality of transfers, and monitoring necessary approvals - Experience with setting up new grants in accounting, tracking, and reporting systems - Experience preparing grants reports as requested by program staff - Experience with General Ledger (GL)/ERP package conversions and/or implementations - Functional Financials knowledge of GL, Grants, Accounts Receivable (AR), Projects, Billing - ERP Grants Management workflow administration experience; and - Troubleshooting problems, including functional replication of issues. Additional Information Salary Range: $80,000-$90,000 Salary cannot exceed $90,000 All applications must include a cover letter. Applications without a cover letter will be considered incomplete. Work Setting: in-person (onsite) Discover the Perks of Being a City of Philadelphia Employee: • 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. • Enjoy a Free Commute on SEPTA - Starting September 1, 2023, eligible City employees will no longer have to worry about paying for SEPTA public transportation. Whether you're a full-time, part-time, or provisional employee, you can seize the opportunity to sign up for the SEPTA Key Advantage Program and receive free Key cards for free rides on SEPTA buses, trains, trolleys, and regional rails. • 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.