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City of Minneapolis · 15 hours ago

Manager Administrative Services

Minneapolis, MN

Full-time

Onsite

Mid, Senior Level

5+ years exp

The City of Minneapolis is seeking a Manager of Administrative Services within the Legislative Department. This role provides comprehensive administrative support, oversees financial management, procurement, and human resources activities, while ensuring alignment with departmental goals.

CommunitiesGovernmentNon Profit

No H1B

Responsibilities

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

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

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

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

Direct the collection, preparation, and analysis of management information and data

Prepare reports and documentation, and develop improvements to departmental policies, procedures, and operations

Qualification

Financial managementContract managementHuman resources managementBudget preparationAdministrative leadershipPerformance measurementStrategic planningInformation technology proficiencyFacilities managementOral communicationWritten communicationTeam leadershipNegotiation skills

Required

Bachelor's Degree in Business Administration, a related field or equivalent

Five years experience in managing or coordinating administrative functions

Must be able to obtain notary commission within six (6) months of hire

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