Administrative Manager

3 weeks ago

Chicago, United States VetJobs Full time
Job Description

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.

Certificates/Security Clearances/Other

THIS POSITION IS EXEMPT FROM THE CAREER SERVICE

Location: 121 N. Lasalle Room 604
Chicago, IL 60602

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.

Additional Qualifications/Responsibilities

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.

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

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