ADMINISTRATIVE SERVICES MANAGER

The City of Milwaukee is proud to employ a diverse workforce that is committed to providing exemplary service to the City’s residents. If you have a passion for being a part of an inclusive team of public servants, please consider the following opportunity.

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 above the minimum is possible based upon level of experience and other qualifications and is subject to approval.

The City of Milwaukee provides a comprehensive benefit program that includes the following:

• Wisconsin Retirement System (WRS) Defined Benefit Pension Plan
• 457 Deferred Compensation Plan
• Health and Dental Insurance
• Paid Parental Leave
• Comprehensive Wellness Program
• Onsite Clinic Services
• Onsite Employee Assistance Program
• Alternative Work Schedules
• Long Term Disability Insurance
• Group Life Insurance
• Tuition Benefits
• Paid Vacation
• 12 Paid Holidays
• Paid Sick Leave and other paid leaves
• Flexible Spending Arrangement
• Commuter Value Pass

For full details of the benefits offered by the City of Milwaukee, please visit https://city.milwaukee.gov/der/benefits.

THE SELECTION PROCESS will be job related and will consist of one or more of the following: an evaluation of education, experience and/or responses to supplemental questions; a written or performance test, a structured interview, or other assessment methods. The Department of Employee Relations reserves the right to call only the most qualified candidates to structured interviews and performance examinations. Structured interviews may include written exercises. Selection process component weights will be determined by further analysis of the job.

• 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 = 102

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