Manager Administrative Services

Manager of Administrative Services

Position Description: As the Manager of Administrative Services within the Legislative Department, this position provides comprehensive administrative support to Department Managers and Supervisors. Key responsibilities include overseeing financial management, procurement, contract management, and human resources activities. The role also involves coordinating business planning, performance measurement, technology management, space planning, and policy development. Additionally, the Manager acts as a liaison with City administration, ensuring seamless communication and alignment with departmental goals.

Work Location: This position is in-person/in-office. The City of Minneapolis does not sponsor applicants for work visas.

Job Duties and Responsibilities:

Administrative Leadership and Department Support:

• Lead and supervise the administrative team and administrative functions to ensure effective support of the legislative department.
• Coordinate annual business plan updates and assist with the development of performance measures.
• Function as a liaison for resource management.
• Monitor and support the implementation of the department's enterprise information management resource plan.
• Manage the purchase, maintenance, and repair of office furniture.
• Serve as a notary for required documents.
• Perform the required Office of the City Clerk delegated task as stated in City Ordinance, laws, regulates, etc.

Financial Planning and Budget Management:

• Assist in the preparation of the department's annual budget and long-term financial plans.
• Monitor expenditures and actual budget performance; provide recommendations to address variances and support cost reduction and control efforts.

Contract and Procurement Oversight:

• Serve as the contract manager for the department, overseeing procurement activities and ensuring compliance with Civil Rights contractual requirements.
• Organize and manage the contract writing, review, and approval process to improve the likelihood of approval.
• Coordinate contract development with the City Contract Administrator and the Procurement Office, seeking guidance when necessary.
• Ensure contracts meet all requirements, including insurance and bonding obligations.
• Assist in the preparation and submission of resolutions for the acceptance of funds and for Requests for Proposals (RFPs) exceeding $50,000.
• Support management in developing RFPs and professional service contracts, and act as a liaison to the Procurement Office.

Human Resources and Personnel Management:

• Provide guidance and support to directors, managers, and supervisors on personnel issues, including position management, recruitment strategies, and Family Medical Leave policies.
• Act as an employee services representative within the department.
• Partner with the Human Resources Department to facilitate hiring processes and coordinate training and development for staff.

Operational Efficiency:

• Direct the collection, preparation, and analysis of management information and data.
• Prepare reports and documentation, and develop improvements to departmental policies, procedures, and operations.

Working Conditions: Normal office conditions.

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 highly related experience in a similar environment may be considered.
• Licenses / Certifications: Must be able to obtain notary commission within six (6) months of hire.

An updated resume to your application is strongly encouraged but not required.

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 selectio process. A submitted application is also used to verify the answers to any supplemental questions. Only those candidates who attain a passing score 70%on each step in the selection process will be placed on the eligible list. The City of Minneapolis Human Resources Department reserves the right to limit the number in any phase of the selection process. Background Check: The City has determined that a criminal background check and/or qualifications check may be necessary for certain positions with this job title. Applicants may be required to sign an informed consent form allowing the City to obtain their criminal history and/or verify their qualifications in connection with the position sought. Applicants who do not sign the informed consent form will not be further considered for the position.

Union Representation: This position is not represented by a bargaining unit.

Eligible List Statement: The names of applicants who meet minimum qualification and who pass the screening process shall be placed on the eligible list for employment consideration. This list will be certified to the hiring manager who may use the list to fill a vacancy of the same job title. This eligible list will expire three (3) months after it has been established.

Interview Selection: The hiring authority reserves the right to determine the maximum number of candidates to interview from the established eligible list. If the hiring authority decides to interview other than by exam score order, they may select additional people to interview based on a candidate's education or experience related to the field, work history, or skills uniquely related to the operational needs of the position.

Knowledge, Skills and Abilities:

• Strong understanding of operations and structure of municipal government, including familiarity with City Council Committee functions and authority.
• Exceptional oral and written communication skills, with the ability to effectively present information and engage in negotiations with diverse stakeholders.
• In-depth knowledge of facilities coordination and management, public administration practices, and budget process.
• Proven management/supervisory capabilities, including the ability to delegate tasks efficiently, measure performance, and lead teams to achieve organization objectives.
• Comprehensive understanding of office procedures, administrative principles, organizational structures, and interdepartmental coordination.
• Strong understanding of strategic planning processes within governmental agencies, ensuring alignment with overarching policy and operational goals.
• Proficient in the use of information technology systems, including the application of relevant software and tools to streamline operations and enhance productivity.

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.