ADMINISTRATIVE MANAGER

AFE; Chicago (IL); On-site; USD 83,000 - 101,000; Full time

Job summary

The City of Chicago seeks an Administrative Manager for the Education and Training Group of the Chicago Police Department. This role oversees procurement actions, budget coordination, and staff administration to support program operations in a public safety context.

Starting salary is $91,788 annually. Candidates must pass pre-employment exams, including drug screening and background checks, with experience in budgets, personnel, and vendor management shaping the duties.

Qualifications

• Nine (9) years of budgetary, personnel or office administration experience, with two (2) years in a supervisory role related to the responsibilities of this position.
• Bachelor’s, Master’s, or Associate degree options with required years of experience and supervision.
• Knowledge of procurement, contracts and financial reporting is expected.

Responsibilities

• Prepare reports on productivity, costs and operations for management review.
• Coordinate with vendors and ensure contract compliance and documentation.
• Administer staff tasks including purchasing, payroll, record keeping and accounts payable.
• Develop procedures to improve support functions and office operations.
• Coordinate budget preparation and financial reporting and grant applications.

Skills

Budget management

Supervisory experience

Vendor coordination

Report writing

Education

Bachelor's degree in business administration or public administration

Master's degree in business administration or public administration

Associate's degree in business administration

Job description

Description

JOB ANNOUNCEMENT

ADMINISTRATIVE MANAGER

CHICAGO POLICE DEPARTMENT

Education and Training Group

Number of Vacancies: 1

(Additional vacancies possible pending budget approval)

Starting Salary: $91,788.00 annually

*Successful candidates must pass a drug screen and a background investigation. Persons offered employment must pass all pre-employment exams before appointment.

Under direction, the role will be responsible for procurement actions as related to the Chicago Police Department's Education and Training Group, and performs related duties as required.

ESSENTIAL DUTIES

• Prepares reports on productivity/performance, operating and personnel costs and administrative work operations for management review
• Addresses concerns tied to ETG budget management while coordinating with vendors and adhering to contract specifications and documentation
• Prepares reports and presentations tied to ETG budget and resource allocation
• 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 of programs, as required
• Participates in projects to streamline administrative and programmatic procedures to create cost efficiencies

Additional duties may be required for this position.

THIS POSITION IS EXEMPT FROM THE CAREER SERVICE.

Qualifications

MINIMUM QUALIFICATIONS

Education, Training, and Experience

• Nine (9) years of budgetary, personnel or office administration experience, of which two (2) years are in a supervisory role related to the responsibilities of this position, OR
• Graduation from an accredited college with an associate's degree in business administration, public administration, or a directly related field, plus seven (7) years of budgetary, personnel or office administration experience, of which two (2) years are in a supervisory role related to the responsibilities of this position, OR
• Graduation from an accredited college or university with a bachelor's degree in business administration, public administration or a directly related field, plus five (5) years of budgetary, personnel or office administration experience, of which two (2) years are in a supervisory role related to the responsibilities of this position, OR
• Graduation from an accredited college or university with a master's degree in business administration, public administration, or a directly related field, plus four (4) years of budgetary, personnel or office administration experience, of which two (2) years are in a supervisory role related to this position.

NOTE

You must provide your transcripts or diploma at the time of processing, if applicable.

SELECTION REQUIREMENTS

This position requires applicants to complete an interview, which will include both a written exercise and a skills assessment test as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral interview and assessments will be selected.

For Information on our employees benefits please visit our benefits website at: https://www.chicago.gov/city/en/depts/fin/benefits-office.html

For Information on our salary and title structure visit our classifications website at: https://www.chicago.gov/city/en/depts/dhr/provdrs/Job_Classification_Compensation/svcs/classification-and-pay-plan.html#docaccess-ba6c316e7a6d538348ff53b1eeebb6ab

APPLICATION EVALUATION: Initial

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. Placement on an eligibility list is not an offer or guarantee of an interview nor employment with the City of Chicago.

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 and who are veterans of the Armed Forces, and/or residents of Socio‑Economically Disadvantaged Areas (SEDA) and/or Chicago Public School (CPS) high school graduates to be referred to departments for consideration. These 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.

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, Military Friendly, and Fair Chance Employer.

City of Chicago

Brandon Johnson, Mayor