Administrative Manager

at  City of Cleveland

MINIMUM QUALIFICATIONS

A High School Diploma or GED is required. A Bachelor’s Degree is required. Four years of full time paid management or administrative experience is required. (Substitution: Two years of experience may substitute for each year of college education lacking. A valid State of Ohio Driver’s License is required.

Additional and Preferred Department Qualifications

• Knowledge of Federal, State, and local laws pertaining to purchasing, contracts and contract compliance
• Knowledge of bookkeeping and accounting principles and practices
• Ability to communicate clearly and concisely, both orally and in writing
• Ability to work with limited to no on-site supervision
• Ability to make mathematical calculations with accuracy
• Ability to complete a variety of forms, log sheets, and reports
• Ability to identify errors in account numbers, dates, amounts or related information
• Ability to use Word, Excel, and PowerPoint
• Ability to communicate persuasively and effectively
• Ability to establish and maintain effective working relationships with City staff, City Commission, contract vendors, and the general public
• Ability to conduct investigations to determine contract compliance
• Ability to analyze, solve problems, render advice and assistance on contractual matters
• Ability to exercise independent judgement in interpreting City and departmental policies, rules, and regulations
• Ability to establish and maintain effective working relationships.
• Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of all city ethics and conflicts of interest policies. A strong understanding of ethical behavior is required.
• Ability to establish and maintain effective working relationships with the general public, co-workers, city officials and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability or political affiliation.
• Ability to maintain regular and punctual attendance

EXAMPLES OF DUTIES

(Title changed from Executive Assistant) Under administrative direction, is responsible for planning, managing, developing work rules, training, coordinating, and administering all activities and personnel of such staff positions as administration, citizen participation, research, and finance, and manages such personnel as are assigned to specific functions in the performance of the necessary duties. Performs other job-related duties as required.

RESPONSIBILITIES

The contract manager oversees the creation, execution, and analysis of contracts within an organization. They ensure that contracts meet legal requirements and align with company goals. This role often negotiating terms, monitoring compliance, and mitigating contract risks.
Overseeing the entire contract lifecycle, ensuring compliance with legal and company standards.

Contract managers often serve as the key point of contact between a business and third parties to ensure timely review and approval of any variations. Streamlining communication and monitoring processes is very important for success in an organization. Keeping through records of all documents from creation to execution is essential for an organization’s efficiency and compliance. Record management also migrates risk by serving as an easily accessible audit trail and evidence. Policies and procedures ensure employees carry out an organization’s vision every day.

• Overseeing the entire lifecycle: This includes drafting, evaluating and executing contracts. They serve as the key point of contact between the business and third parties for timely reviews and approvals.
• Maintaining contractual records: Good record-keeping is essential for organizational efficiency and legal compliance. Contract managers store all documents securely in digital tools, making them easy to access for audits or other needs.
• Developing and implementing procedures and policies to ensure City contract management aligns with the organization’s goals and legal requirements. Policies set standards for accountability and mitigate legal risks.
• Acts as the liaison between their organization and external parties such as vendors, clients, and partners.
• Manage relationship with the implementation vendor.

Examples of Essential Duties:

• Responsible for drafting, evaluation, negotiation, execution, and overall management responsibilities of all City contracts and agreements.
• Serve as the point of contact for customers on contractual matters.
• Act as contractual liaison between city employees and customers, ensuring timely review and approval/reconciliation of variations.
• Maintain contractual records and documentation such as receipt and control of all contract correspondence, customer contact information sheets, contractual changes, status reports, and other project documents.
• Monitor transaction compliance (milestones, deliverables, invoicing etc.).
• Facilitate timely payments through coordinated oversight with Finance of the invoicing process and ensure customer compliance with payment terms.
• Manage relationships and ensure, scope, price, profit, and terms, and recommend changes.

Additional and Preferred Department Qualifications

• Knowledge of Federal, State, and local laws pertaining to purchasing, contracts and contract compliance
• Knowledge of bookkeeping and accounting principles and practices
• Ability to communicate clearly and concisely, both orally and in writing
• Ability to work with limited to no on-site supervision
• Ability to make mathematical calculations with accuracy
• Ability to complete a variety of forms, log sheets, and reports
• Ability to identify errors in account numbers, dates, amounts or related information
• Ability to use Word, Excel, and PowerPoint
• Ability to communicate persuasively and effectively
• Ability to establish and maintain effective working relationships with City staff, City Commission, contract vendors, and the general public
• Ability to conduct investigations to determine contract compliance
• Ability to analyze, solve problems, render advice and assistance on contractual matters
• Ability to exercise independent judgement in interpreting City and departmental policies, rules, and regulations
• Ability to establish and maintain effective working relationships.
• Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of all city ethics and conflicts of interest policies. A strong understanding of ethical behavior is required.
• Ability to establish and maintain effective working relationships with the general public, co-workers, city officials and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability or political affiliation.
• Ability to maintain regular and punctual attendance.