Administrative Manager

at City of Chicago in Chicago, Illinois, United States

Job Description

Description:

JOB ANNOUNCEMENT

Administrative Manager

Business Affairs and Consumer Protection

Number of Positions: 1 (Additional vacancies possible pending budget approval)

This is an entry level leadership position with a focus on systems development and implementation. We want to implement best practices within the department as informed by other City departments, municipal and state governments, and research-based recommendations. This position will be involved in the development of procedures and operationalizing updated processes. It is hands-on at every level: intra-departmental, inter-departmental, and with external stakeholders. This position will learn to and be expected to collaborate across a wide range of interests to affect positive change on the department’s operations.

ESSENTIAL DUTIES:

+ Manages administrative processing of key departmental delegate agency grant programs, including electric submissions, accurate financial reporting, and support of delegates in meeting program expectations

+ Oversees the work of staff engaged in the processing of delegate agency grant programs

+ Develops and implements administrative work procedures to ensure the efficiency of department administrative functions and office operations

+ Reviews budgets, oversees the maintenance of financial records, and prepares various fiscal reports to account for corporate and non-corporate fund expenditures

+ Manages the preparation and administrative execution of grant contracts across the department’s functions

+ Coordinates with delegate agencies, consultants, and City personnel to facilitate the implementation of new information systems

+ Oversees the preparation of special program budgets

+ Coordinates work efforts with the Department of Finance on delegate agency budgeting and invoicing

+ Supports personnel programs at the departmental level including hiring, processing, progressive discipline, and employee relations functions

+ Establishes work standards and supports the day-to-day performance of staff assigned to relevant administrative tasks

+ Prepares reports on productivity and performance for department delegate agencies as well as department-wide administrative operations for management review

+ Prepares grant applications for federal and state funding of programs, as required

+ Participates on projects to streamline administrative and programmatic procedures

NOTE : The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular positions within the class .

Location: Department of Business Affairs & Consumer Protection

121 N La Salle St, 8 th flr. City Hall

Shift: Monday – Friday

Hours: 8:30 a.m. – 4:30 p.m.

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.

SELECTION REQUIREMENTS:

This position requires applicants to successfully complete an interview. The interviewed candidate(s) receiving possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral interview, will be selected for hire.

Preference will be given to candidates possessing the following:

Application Evaluation: Initial evaluation will be based on information provided on the application and the documents submitted. Department of Human Resource staff will review applications after the final posting date. Staff will follow any and all required Employment/Hiring Plan provisions, federal, state and local laws, and Collective Bargaining Agreements when applicable. Staff will apply hiring preferences as required by the municipal code. Candidates who meet the minimum qualifications will be placed on an eligibility list in lottery order. Placement on an eligibility list is not an offer or guarantee of an interview nor employment with the City of Chicago.

Education & Employment Requirements and Verification: You must provide information about your educational background and work experience including job titles, dates of employment (month/year), and specific job duties on your resume and/or application as it relates to the qualifications of the position for which you are applying. ‘Acting Up’ cannot be considered for current City employees. Please attach all applicable transcripts, diplomas, licenses, and/or certificates as outlined on the job posting for the position you are applying for. The initial evaluation will be based on information provided and documents submitted with the application. Applications must be submitted by the individual applicant. Employment applications lacking the required documentation will not be considered. For information regarding the required attachments, please review the description section of the job posting. Please be advised that if you are selected to be hired you must provide, upon request, adequate information regarding your educational and employment history. If you have received your degree internationally, you will be required to provide 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.

COMMITMENT TO DIVERSITY: To further our commitment to hiring applicants with diverse experience the City of Chicago has adopted the following ordinances 2-74-020 and 2-74-075. The ordinances provide a preference to applicants who meet minimum qualifications to be referred to departments for consideration. Hiring preferences do not apply to bidders, as Collective Bargaining Agreements define the hiring process for bidders. For positions covered by a collective bargaining agreement, bidders will be considered before external candidates.

To honor the commitment of our veterans, the City of Chicago has amended city ordinance 2-74-020 to bolster the hiring preference for individuals who have served in the United States Armed Forces and were discharged or released therefrom under Honorable Discharge or General Discharge (Under Honorable Conditions). The City of Chicago further recognizes an individual who has completed the term of their initial contract as a Reservist or member of the National Guard and is actively serving in good standing. Veterans who claim Veteran’s preference must submit the following at the time of onboarding: DD214, Certificate of Release or Discharge from Active Duty that must show the Veterans’ character of service upon discharge. If an individual is still in the Reserve or National Guard, a letter from the Commanding Officer, Unit Representative, or Personnel Staff Officer (S-1) stating the individual is serving in “good standing” and has completed their first term of their initial contract. In order to receive the veterans preference, candidates must answer “yes” to the question on the online application that asks, “Have you been discharged or released therefrom the United States Armed Forces under Honorable Discharge or General Discharge (Under Honorable Conditions) OR have you completed the term of your initial contract as a Reservist or member of the National Guard and are actively serving in good standing AND do you wish to be considered for a Veteran’s preference in hiring with the understanding that you must provide required documentation at the onboarding stage AND if you cannot produce the required verification your conditional offer may be revoked?” In addition, you must provide documentation to verify your military servi