DIRECTOR OF ADMINISTRATIVE SERVICES

City of Chicago; Chicago (IL); Sur place; USD 125 000 - 142 000; Plein temps

Résumé du poste

The City of Chicago’s Civilian Office of Police Accountability (COPA) seeks a Director of Administrative Services to lead administrative, fiscal and procurement functions. You will oversee budgets, payroll, procurement, records, facilities, and staff performance in a senior role.

Ideal candidates will have strong budgetary knowledge, supervisory experience, and excellent interpersonal and communication skills within a unionized environment.

Qualifications

• 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 the position.
• Associate degree + seven (7) years of budgetary, personnel or office administration experience with two (2) years supervisory
• Bachelor's degree + five (5) years of budgetary, personnel or office administration experience with two (2) years supervisory
• Master's degree or higher in Business Administration, Public Administration or related field plus four (4) years of budgetary, personnel or office administration experience, with two (2) years supervisory

Responsabilités

• Directs and manages administrative, fiscal and procurement functions for COPA.
• Oversees budget preparation, purchasing, timekeeping and payroll, personnel processing, record keeping, facilities maintenance and accounts payable.
• Directs staff responsible for office management to ensure information services and computer support meet departmental needs.
• Prepares budgets and oversees accounting records and fiscal reports for fund expenditures.
• Coordinates contract specifications and documents for purchases of equipment and services.
• Coordinates with vendors and city personnel to implement new information systems and procure new equipment.
• Oversees operating and special program budgets; authorizes vendor invoices.
• Advises management on budgetary needs and personnel policies; administers personnel programs.
• Ensures facilities maintenance and custodial services; evaluates staff performance.
• Prepares productivity and cost reports; participates in process improvement projects.
• May assist in grant applications for federal/state funding.

Connaissances

Budgeting

Staff management

Interpersonal skills

Communication skills

Supervisory experience

Formation

Associate degree in business administration or related field

Bachelor's degree in business administration or related field

Master's degree in Business Administration or related field

Description du poste

DIRECTOR OF ADMINISTRATIVE SERVICES

Civilian Office of Police Accountability

Administration Division

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

Annual salary range: $125,316.00 - $141,660.00

Applications for this position will be accepted until 11:59 pm Central time on 11/13/202

Successful candidates must pass a background investigation. Persons offered employment must pass all pre-employment exams prior to appointment.

Under direction, directs and manages administrative, fiscal and procurement functions for the City of Chicago's Civilian Office of Police Accountability (COPA); and performs related duties as required.

ESSENTIAL DUTIES

• Oversees the department's hire plan and recruitment efforts while enhancing workplace culture and employee engagement
• Manages professional and clerical staff engaged in budget preparations, purchasing, timekeeping and payroll, personnel processing, record keeping, facilities maintenance, voucher processing and accounts payable functions
• Directs staff responsible for office management functions to ensure departmental needs for information services and computer support, office equipment and supplies, graphic services and other support services are effectively met
• 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 the acquisition of new computer equipment
• Oversees the preparation of operating and special program budgets;
• Authorizes invoices for payment to vendors;
• Advises management on budgetary requirements and personnel rules, policies and procedures
• Administers personnel programs at the district or bureau level including employment hiring and processing, progressive discipline, and employee relations functions
• Ensures proper maintenance of facilities including provision of needed custodial services
• Establishes work standards and evaluates staff performance
• Prepares reports on productivity, operating and personnel costs and administrative work operations for management review
• Participates in projects to streamline administrative and programmatic procedures in order to create cost efficiencies
• May prepare grant applications for federal and state funding of programs

Additional duties may be required for this position.

DEPARTMENT: Civilian Office of Police Accountability (COPA)

DIVISION: Administration

ADDRESS: 1615 W Chicago Ave

SHIFT: Monday through Friday

HOURS: 9:00 am - 5:00 pm

THIS POSITION IS EXEMPT FROM THE CAREER SERVICE.

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 the 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 the 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 the position, OR
• Graduation from an accredited college or university with a Master's degree or higher 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 the responsibilities of the position

NOTE: A copy of your official transcripts will be required, if applicable.

Ideal candidates will possess the following:

• Previous experience managing staff in a union environment
• Solid technical and budgetary knowledge
• Strong interpersonal and communication skills

SELECTION REQUIREMENTS

This position requires applicants to complete an interview, which will include a written exercise and/or 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 and written parts of the interview 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/content/dam/city/depts/dhr/supp_info/JobClassification/2025_Classification_and_Pay_Plan.pdf

APPLICATION EVALUATION:

Initial evaluation will be based on information provided on the application and the documents submitted. The Department of Human Resources 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. To learn more about our hiring practices

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