Manager Administrative Services

Manager Administrative Services

Position Description This position is restricted to current City of Minneapolis employees only Assist the Chief Operations Officer and Deputy Chief Operations Officer with financial management, procurement, contract management, human resources activities, business planning, performance measurement, technology, space planning and management, internal policies and procedures and act as a liaison with City administration for the assigned department. Work Location: This position may be eligible for flexible work arrangements, including hybrid work with some days working remotely and some days working in the office. The City of Minneapolis does not sponsor applicants for work visas.

Job Duties and Responsibilities

• Assist with the preparation of the annual budget and long term financial plans.
• Monitor spending and actual budget, make recommendations to correct spending and assist in identifying and implementing cost reduction and control measures.
• Function as contract manager for the Office of Public Service department overseeing procurement and acting as liaison with Civil Rights regarding contractual requirements.
• Organize contract writing, review and process for approvals to enhance the probability of approvals.
• Coordinate contract writing with the City Contract Administrator and the Procurement Office, seeking guidance and assistance when appropriate.
• Prepare and submit or assist with the preparation off resolutions for acceptance of funds for contracts and for Requests for Proposals over $50,000.
• Assist management and other staff in putting together Request for Proposals and professional Service Contracts and provide them with liaison and direction to the procurement office.
• Ensure appropriate insurance and bonding on contracts and that all requirements are met.
• Hire, train, supervise, evaluate, and discipline support personnel.
• Coordinate annual business plan updates and assist in the development of performance measures.
• Monitor enterprise information management resource plan.
• Work with the Human Resources Department to develop training for staff.
• Direct the collection, preparation and study of management information data, write, reports and documentation and recommend changes in policies, procedures and operations.
• Function as a liaison with BIS facilitating business information services and related resource management.
• Coordinate information technology and information management needs with management.
• Identify and coordinate information management strategies and ensure compliance with Enterprise Information Management policy.
• Supporting Chief Operations Officer calendar.
• Manage the purchase, maintenance, and repair of office furniture, business technology, and telecommunications equipment for the department.
• Coordinate web design and maintenance for the department.

Working Conditions: Normal office with exposure to information technology systems.

Required Qualifications Minimum Qualifications: Bachelor's Degree in Business Administration, a related field or equivalent. Minimum Experience: Five years' experience in managing or coordinating administrative functions. Equivalency: An equivalent combination of education and experience closely related to the duties of the position MAY be considered.

Selection Process The selection process will consist of one or more of the following steps: a rating of relevant education and experience 100%. It is important that your application show all the relevant education and experience you possess. This information will be used to determine which candidates will proceed in the selection process.

Interview Selection The hiring authority reserves the right to determine the maximum number of candidates to interview from the established eligible list.

Knowledge, Skills and Abilities Good knowledge of the operations of City government Excellent oral and written communications skills and good interpersonal and negotiation skills. Knowledge of facilities coordination/management, public administration and budgeting Management skills and ability to delegate tasks and measure performance. Knowledge of office procedures, principles of administration, organizational structures and unit coordination. Knowledge of strategic planning processes for governmental agencies and the operations of City/Municipal government, including knowledge of City Council Committee functions and authority. Knowledge of the use of IT systems, including the use of appropriate software and applications.

As the largest and most vibrant city in the state, Minneapolis depends on purposeful, dedicated and innovative employees. Minneapolis has a large variety of careers for people of all experiences and backgrounds who come together for a singular purpose-serving the residents, businesses and visitors of Minneapolis. The City of Minneapolis is proud to be an Equal Employment Opportunity and Affirmative Action employer.