Administrative Manager

1 month ago

Chicago, United States City of Chicago Full time

**Job Number**:395092**

**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.
- 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.

**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**
- 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 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 Equ

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