Manager Administrative Services

City of Minneapolis; Minneapolis (MN); On-site; USD 90,000 - 120,000; Full time

Job summary

The City of Minneapolis is seeking a seasoned administrator to assist department managers with budgeting, procurement, contract management, HR activities and strategic planning. The role acts as liaison with City administration across various functions while ensuring policy compliance.

On-site work location and a focus on operations within City government require strong communication, leadership, and data-driven decision making to support departmental success and residents' needs.

Qualifications

• Bachelor's Degree in Business Administration, a related field or equivalent.
• 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: rating of relevant education and experience (100%), passing score (70%).

Responsibilities

• Assist with annual budget preparation and long term financial planning.
• Monitor spending and budget, suggest cost reductions.
• Oversee procurement and contract management for the department.
• Organize contract writing and approvals to improve approval probability.
• Coordinate with Procurement Office and contract administrator on writing and procurement.
• Prepare and submit funds-related resolutions and RF P over $50,000.
• Support staff training and personnel management.
• Develop performance measures and annual business plans.
• Provide guidance on personnel issues and recruitment strategies.
• Coordinate information management strategies and ensure policy compliance.

Skills

City government operations

Oral and written communications

Budgeting

Facilities coordination

Management and delegation

Education

Bachelor's degree in business administration or related field

Tools

Office software

Job description

Position Description

This position is restricted to current City of Minneapolis employees only.

Assist Department Managers and Supervisors 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 currently works on-site only.

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 assigned 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.
• Provide guidance, advice, and support to directors, managers, and supervisors on personnel issues, including position management, Family Medical Leaves, recruitment strategies, and acts as an employee services representative.
• 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.
• 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.

Licenses/Certifications: N/A

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. 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 collective bargaining agreement between the City of Minneapolis. View the City's Civil Service Rules here: link

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 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

• 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 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 employer.