Job Information
City of Chicago ADMINISTRATIVE MANAGER in Chicago, Illinois
Description:
JOB ANNOUNCEMENT
ADMINISTRATIVE MANAGER
The Office of Budget and Management (OBM)
Total Number of Positions: 1
Division of The Office of Budget and Management
Administration Section
Under direction, manages and directs administrative, fiscal and procurement functions in a police district or City department, and performs related duties as required .
ESSENTIAL DUTIES
Works on all hiring sequences, reviewing hiring requests against budget, submitting accurate A-forms, preparing hiring sequences for the office (interview sheets, scheduling interviews, sending interview materials to interviewers, reviewing accuracy of interviewer sheets, submitting all hiring documents to DHR).
Reviews time and attendance daily and submits time edits on behalf of staff.
Oversees bill payments done by Administrative Assistant to ensure payment submissions are credited to the correct account and within budget.
Oversees facility requests done by Administrative Assistant (including as it relates to new hire onboarding).
Oversees the tracking of supply inventory for the office and working with Administrative Assistant to restock based on budget.
Works with First Deputy Budget Director to prepare department’s annual budget request.
Manages staff engaged in various administrative and clerical support activities including purchasing, timekeeping and payroll, personnel processing, record keeping, facilities maintenance, voucher processing and accounts payable functions.
Develops and implements administrative work procedures to ensure the efficiency of support functions and office operations.
Prepares budgets and oversees the maintenance of accounting and financial records and prepares various fiscal reports to account for corporate and non-corporate fund expenditures.
Coordinates the preparation of contract specifications and documents for the purchase of equipment, professional services and other goods and supplies.
Coordinates with vendors, consultants, and City personnel to facilitate the implementation of new information systems and acquisition of new computer equipment.
Oversees the preparation of operation and special program budgets.
Coordinates work efforts with the Department of Finance on accounts payable functions, authorizing payment to vendors for goods and services received.
Advises management on budgetary requirements and personnel rules, policies and procedures.
Administers personnel programs at the district or departmental level including employment hiring and processing, progressive discipline, and employee relations functions.
Ensures proper maintenance of facilities including provision of needed custodial services and maintenance and storage of records.
Establishes work standards and evaluates staff performance.
Prepares reports on productivity/performance, operating and personnel costs and administrative work operations for management review.
Prepares grant applications for federal and state funding programs, as required.
Participates in projects to streamline administrative and programmatic procedures to create cost efficiencies.
Additional duties may be required for this position.
Location: 121 N. Lasalle Room 604
Chicago, IL 60602
Days: Monday-Friday
Hours: 9:00 a.m. to 5:00 p.m.
Salary Range: $86,520/Annually
Application Period: 4-15-24 to 4-29-24
THIS POSITION IS EXEMPT FROM THE CAREER SERVICE
Qualifications:
Graduation from an accredited college or university with a bachelor’s degree in Business Administration , Public Administration or a directly related field, plus five years of budgetary, personnel or office administration experience of which two years are in a supervisory role related to the responsibilities of this position, or an equivalent combination of training and experience.
NOTE: To be considered for this position you must provide information about your educational background and your work experience. You must include job titles, dates of employment and specific job duties . (IF you are a current City employee, Acting Up cannot be considered). If you fail to provide this information at the time you submit your application, it will be incomplete, and you will not be considered for this position. There are three ways to provide the information: 1) you may attach a resume; 2) you may paste a resume; or 3) you can complete the online resume fields.
Educational & Employment Verification:
Please be advised that if you are selected to be hired you must provide, upon request, adequate information regarding your educational and employment history as it relates to the qualifications of the position for which you are applying. If you received your degree internationally, all international transcripts/diploma must be accompanied by a Foreign Credential Evaluation. If the City of Chicago cannot verify this information, any offer extended to you will be withdrawn and you will not be hired.
SELECTION REQUIREMENTS
This position requires an applicant to successfully complete an interview which will include a writing exercise. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected.
Preference will be given to candidates possessing the following:
· Previous budgetary, personnel or office administration work experience .
· Previous work experience with financial and budgetary activities in an office setting.
· Previous supervisory experience directly related to the responsibilities of this position.
· Previous experience with the administration of Human Resources policies, practices and procedures.
· Proficiency in the application of accounting principles, analyzing financial data and preparing financial reports.
· Proficiency in Microsoft Office, including Excel and Outlook
ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.
The City of Chicago is an Equal Employment Opportunity and Military Friendly Employer.
Department of Human Resources
City of Chicago
Brandon Johnson, Mayor
Applications for this position will be accepted until 11:59 pm C.D.T. on 4-29-24