ADMINISTRATIVE SERVICES MANAGER

The Administrative Services Manager oversees the Department of Administration’s (DOA’s) internal business operations, ensuring efficiency in accounting, budgeting, contracts, human resources, facilities, purchasing and records management.

Management/Administration

• Supervise the departmental administrative support staff, including hiring, coaching, counseling and mentoring.
• Ensure consistent, quality administrative support for all sections, adjusting staffing for absences, vacations and vacancies across the department.
•  Perform and support management in human resources functions, including interviews, new hires, new employee orientation, documentation of personnel changes, probationary report completion and coordination of disciplinary action.
• Direct and perform functions related to payroll, fund transfers, vacancy requests and job postings; update position management and employee information in the Human Resources Management System (HRMS).
• Maintain equipment, furniture, supply and equipment purchases. Oversee the upkeep of the departmental office space.
• Manage departmental records pursuant to the City’s records retention schedule.
• Coordinate the maintenance of computer and communication equipment, including desktops, laptops, and cell phones.
• Coordinate all staff travel, including preparing and processing requests and associated forms.
• Appear before committees, boards and commissions on behalf of the Director or Deputy, as required.

Fiscal and Budgetary

• Advise the DOA Director and Deputy Director relative to the financial status of the department accounts.
• Working closely with the assigned Budget and Fiscal Policy Analyst, develop and administer the departmental budget. 
• Using the FMIS (Financial Management Information System), manage funds and budgets, including accounts payable and receivable.
• Coordinate carryover requests and monitor accounts; process contracts, fund transfers, invoices and requisitions.

Process Improvement

• Collaborate with DOA management to design benchmarks and quantitative techniques to improve the productivity and quality of operations.
• Evaluate and align work practices, procedures, systems and policies to ensure efficiency.
• Research and develop strategies and direct implementation of work methods, new technology, equipment and tools for improved work practices.

We welcome qualified individuals with disabilities who are interested in employment and will make reasonable accommodations during the hiring process in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

• The Administrative Services Manager must be willing and able to work extended hours to meet the business needs of the DOA.

1. Bachelor’s degree in Business Administration, Public Administration, Accounting or a closely related field from an accredited college or university.
2. Five years of progressively responsible business/operational management experience related to the essential functions for this position.
3. Ability to travel independently throughout the City of Milwaukee by public transportation, walking, bicycling, or driving.

Equivalent combinations of education and experience may be considered.

NOTICE: Please do not attach your academic transcripts to your employment application. The hiring department will verify candidates’ education as part of the background screening process prior to extending any job offers.

Technical

• Knowledge of organizational and management best practices.
• Ability to analyze and evaluate policies and operations to optimize efficiency and equity.
• Ability to learn and apply the City’s budgetary process and procedures, including preparation and administration.
• Ability to read and understand job-related materials such as budgets, reports, ordinances, rules and regulations.
• Computer skills to efficiently and effectively create documents, maintain databases, produce spreadsheets, and prepare reports using Microsoft Office, particularly Excel.
• Ability to quickly learn and efficiently utilize the HRMS and FMIS proprietary systems.
• Knowledge of the principals and best practices of human resources management, including hiring, coaching, counseling and disciplinary action.
• Ability to identify and develop process improvements.

Leadership and Management

• Knowledge of leadership principles and best practices.
• Skill in coaching, counseling, and mentoring.
• Ability to assign and direct work, assess performance, make hiring recommendations, and take corrective action.
• Ability to create and develop a diverse work team in which all members can reach their potential.

Communication, Interpersonal, and Customer Service

• Verbal communication skills, including the ability to effectively convey detailed information to coworkers and managers.
• Written communication skills, including the ability to prepare detailed documents and reports using correct English grammatical and punctuation conventions.
• Ability to foster collaboration and effective working relationships with colleagues.
• Ability to professionally serve internal and external customers.
• Critical Thinking and Professionalism
• Analytical and problem-solving skills; ability to make independent decisions and exercise sound judgment.
• Honesty, integrity, and the ability to maintain confidentiality.
• Ability to coordinate, organize and prioritize work assignments to meet regular deadlines.
• Attention to detail and the ability to perform work with a high degree of accuracy.
• Ability to remain calm and composed, especially during busy or high stress situations.
• Ability to develop short- and long-term goals and objectives.
• Ability to be identify and foster changes that improve organizational efficiency, equity and inclusion.

The current salary range (Pay Range 1IX) is $98,272-$112,127 annually, and the resident incentive salary range for City of Milwaukee residents is $101,220-$115,501 annually. Appointment will be made in accordance with the City of Milwaukee salary ordinance.

THE SELECTION PROCESS will be job related and will consist of one or more of the following: an evaluation of related education, experience and accomplishments, an evaluation of written communication, interviews, and/or other assessment methods. The Department of Employee Relations and the Department of Administration reserve the right to call only the most qualified candidates to proceed in the selection process. Information from the selection process will be used to make a hiring decision. Selected candidates will be transferred and/or promoted to the position.

INITIAL FILING DATE – The selection process will be held as soon as practical after the deadline listed above. Receipt of applications may be discontinued at any time after this date without prior notice. However, recruitment may continue until the needs of the City have been met. The applicant is responsible for attending all phases of the selection process at the time and place designated by the hiring authority.

NOTE: Transfer/Promotional Opportunities and Promotional Examinations are not open to Milwaukee Public Schools employees or to the public. Only current City of Milwaukee employees and civilian personnel in MFD and MPD hired through a City Service Commission process who have successfully passed a probationary period for a Civil Service position or who have status as a City of Milwaukee employee in a fixed term position will be considered. Individuals with exempt, provisional, temporary, or emergency appointments are not eligible for transfer.

• Applications can be accessed by visiting www.jobapscloud.com/MIL.
• If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or staffinginfo@milwaukee.gov.
• The Department of Employee Relations is located in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

EEO Code = 207

The City of Milwaukee values and encourages diversity and is an equal opportunity employer.