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Administrative Services Manager – District of Minnesota

Posted 8 months ago

OVERVIEW OF THE DISTRICT OF MINNESOTA


The U.S. District Court, District of Minnesota, serves the 87 Minnesota counties. The District has four staffed divisional offices located in Minneapolis, Saint Paul, Duluth, and Fergus Falls. The U.S. District Court, District of Minnesota is composed of seven authorized district judges, six senior district judges, seven magistrate judges, one part-time magistrate judge, Clerk’s Office staff, and Probation and Pretrial Services Office staff.

INTRODUCTION
The U.S. District Court, District of Minnesota is seeking a professional and innovative Administrative Services Manager. This position is responsible for the supervision, oversight, and successful operations of the administrative functions of the Court, to include coordinating and overseeing all facets of the financial and budget processes, procurement, and facilities management for the Clerk’s Office, U.S. Probation and Pretrial Services Office, and chambers.


REPRESENTATIVE DUTIES
• Serve as the manager of the Administrative Services Department in the areas of budget, procurement, financial management, and travel.
• Provide input in the formulation, assessment, and implementation of office practices, procedures, and policies. Responsible for the volume, quality, and timely completion of all work and projects performed by the Administrative Services Department.
• Initiate, maintain, monitor, and revise policies and procedures for the operation of department program areas. Ensure compliance with policies and procedures, and regulations.
• Coordinate the internal and Administrative Office conducted audits.
• Recommend and implement process improvements that enhance organizational effectiveness and efficiency. Provide information and analysis for decision-making support to include long range facilities planning, planning for additional judgeships, budget allocation forecasts, workload assessments, and staffing needs and additives.
• Formulate, plan, and execute budgets. Verify allotments. Analyze both future needs and potential shortfalls, supplemental requests, and the reprogramming of funds. Maintain oversight and approval documentation of annual budget call requests, appeals to allotments, supplemental funding requests, and intra- and inter-fund reprogramming requests. Prepare and submit reports.
• Manage the budget process by drafting, implementing, and updating the budget organization plan.
• Propose and implement new procedures and processes, and reconcile financial activities.
• Coordinate the preparation of the annual spending plans and monitor ongoing revisions.

• Manage the U.S. District Court’s Non-Appropriated Account. Ensure that disbursement from this fund is restricted
according to the rules and regulations provided by the AO and the Non-Appropriated Account Management Plan.
Reconcile and report account activity. Facilitate an annual external audit of the fund and respond to audit findings.
• Supervise the Administrative Services Department staff in purchasing supplies, equipment, services, and furnishings through new contracts, competitive bids, or existing government contracts. Make recommendations
based on research and record keeping regarding maintenance contracts. Assist in procurement of good and services, when necessary.
• Supervise the Financial Administrator in overseeing the proper receipt and disbursement of funds, travel
administration, and criminal debt management. Oversee the Financial Administrator’s work in developing and
administering a system of internal controls to ensure compliance with rules, regulations, and statutes.


MINIMUM QUALIFICATIONS
• Bachelor’s degree from an accredited college or university in a field of study related to position.
• Two years of progressively responsible experience in the functional areas of financial management and administration such as budgeting, procurement, accounting, auditing, or financial reporting that provided a
knowledge of rules, regulations, and terminology of financial administration.
• Excellent written and verbal communication skills.
• Strong organizational skills and the ability to prioritize work
• Skill in supervising staff, including assigning, prioritizing, monitoring, and reviewing work. Skill in
mentoring and training staff. Skill in issue identification and problem resolution. Ability to analyze complex
problems. Ability to act independently and lead other employees to achieve goals.
• Ability to consistently demonstrate confidentiality, sound ethics, and judgment.


PREFERRED QUALIFICATIONS
• Thorough knowledge of accounting practices, procedures, laws and regulations relating to the
appropriateness of payments. Skill in analyzing budget and staffing projections, and making viable recommendations. Skill in explaining complex administrative matters. Ability to analyze organizational
functions, requirements, interrelationships, and develop recommendations for improvements.
• Working knowledge of budget, accounting, procurement, and inventory.
• Knowledge of internal control standards and objectives. Skill in preparing budget reports. Skill in
monitoring and reconciling accounts and ledgers. Skill in reconciling invoices, vouchers, and records of
payment.
• Knowledge of processes and practices related to budget planning, execution, and funds management. Skill
in independently analyzing and reviewing accounts and financial operations.
• Ability to effectively communicate to individuals and groups at all levels to explain complex administrative
matters and concepts.
• Ability to interact effectively with others, providing customer service and resolving difficulties while
complying with regulations, rules, and procedures. Skill in mediating and negotiating complex and sensitive
matters.


ENVIRONMENTAL DEMANDS
• Work is performed in an office setting.
• Some travel may be required.

CONDITIONS OF EMPLOYMENT
Applicants must be U.S. citizens or permanent residents seeking U.S. citizenship. Noncitizens must execute an affidavit indicating their intent to apply for citizenship when they become eligible to do so. Judiciary employees serve under excepted appointments, and are considered “at-will” and may be terminated with or without cause or notice by the court.


New employees engaging in work for the District of Minnesota are required to be fully vaccinated against COVID-19.
Proof of vaccination will be required prior to entrance on duty. Contact Human Resources to discuss exemption requests.


The U.S. District Court requires employees to adhere to the Code of Conduct for Judicial Employees. This position is also subject to mandatory Electronic Fund Transfer (EFT) for payroll deposit.


The final candidate is subject to FBI Fingerprinting and a background investigation, including criminal history.
Employment is provisional and contingent upon a successful background check.


BENEFITS
• The opportunity to serve in a rewarding public service position.
• Accrual of paid vacation and sick leave.
• 11 Paid federal holidays.
• Extensive health, life, dental, vision, and long-term care insurance plans.
• A defined benefit pension plan.
• On-site fitness centers.
• Traditional (pre-tax) and Roth (after-tax) retirement savings and investment plans through the Thrift
Savings Plan (TSP) with employer matching contributions.
• Pre-tax transportation, medical, and childcare reimbursement accounts.
• Subsidized transit program.
• Telework, alternative work schedules, and other workplace flexibilities.
• Extensive on-line training options.
Employees of the U.S. District Court are not classified under Civil Service.


APPLICATION INFORMATION AND PROCESS
All application materials received will be reviewed to identify the best qualified candidates. Only applications
completed in entirety, using our electronic on-line database, will be considered for this opportunity.


Applications must be submitted through our on-line application system:
https://www.governmentjobs.com/careers/mnduscourts


In addition to completing the on-line application, please include:
• A cover letter stating why you are interested in this position and how you learned about the position;
• Resume; and
• Names and contact information for three (3) professional references.

Apply Online