Executive Office Administrator - City Manager’s Budget Office

City of San José; San Jose (CA); On-site; USD 100,148 - 132,021; Full time

Job summary

The City of San José's Budget Office is seeking an Executive Office Administrator to oversee administrative functions in direct support of the executive team within the City Manager’s Office. The role requires handling confidential information and coordinating a wide range of budget-related publications.

You will lead clerical staff, manage schedules, assist with recruitment, and ensure timely production of reports and records.

Qualifications

• Two years of undergraduate coursework from an accredited college or university.
• Four years of experience in administrative support or office management, incl. two years supporting senior management.
• Additional administrative experience may substitute for education on a year-for-year basis.

Responsibilities

• Overseeing and managing the preparation, creation and publication of all published budget documents.
• Leading, supervising, instructing and evaluating clerical support staff.
• Performing effective time management and daily scheduling for the Budget Director and Assistant Budget Director.
• Distributing Citywide Email correspondence on behalf of the Budget Director.
• Assisting with recruitment efforts by reviewing applications, coordinating interviews, onboarding, and providing other miscellaneous support during recruitments.
• Assisting with time keeping, maintaining personnel files and processing sensitive and confidential staffing recommendations.
• Preparing, reviewing, proofing and editing correspondence, memoranda, and reports for accuracy and dissemination.
• Overseeing the maintenance of records pertaining to City positions, appropriation ordinance and resolution amendments and public records requests.
• Procurement and reconciliation of office purchases.
• Utilizing a wide variety of computer applications, software and databases such as MS Word, Excel, PowerPoint, Outlook, Teams, SharePoint, Zoom and Adobe Creative Cloud.
• Organizing and/or assisting with team building and team celebration events.

Skills

Executive support

Customer service

Communication skills

Problem solving

Education

Two years undergraduate coursework

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

SharePoint

Adobe Creative Cloud

Job description

Our diverse and inclusive workforce of more than 7,000 employees plays a key role in the success of San José, the heart of Silicon Valley. All City of San José employees work together as one team to make San José a vibrant, innovative, and desirable place to live and work.

City of San José is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of San José is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at 408‑535‑1285, 711 (TTY), or via email at [e-mail].

About The Department

The Budget Office operates under the leadership of the Budget Director who reports to the City Manager. Supported by a staff of 18.5 positions, the Office is responsible for all functions associated with the development and monitoring of San José’s budget for over 140 funds (General Fund, Special Funds, and Capital Funds) in alignment with the goals of the City Council. Budget staff prepare and publish all budget documents, forecast revenues, perform analyses of budget and service‑level issues, and support performance measurement tracking and data‑driven service delivery. The Budget Office has a dynamic action‑oriented culture that offers flexibility within a mutually supportive and cooperative environment, working with colleagues across departments to resolve complex fiscal issues. Professional staff succeed in a team‑centric atmosphere of high expectations where quality contributions and achievements are acknowledged and celebrated.

Position Duties

Salary range for this classification is: $100,148.62 – $132,021.50 annually. This salary range includes an approximate five percent (5%) ongoing non‑pensionable compensation. Actual salary shall be determined by the final candidates’ qualifications and experience.

Under direction, the Executive Office Administrator performs work of considerable difficulty in the supervision, coordination, and implementation of specialized administrative and office management functions in direct support of an executive team within the City Manager’s Office. The role requires extensive knowledge of applicable procedures, policies, rules, and regulations. The classification is also responsible for handling highly confidential and sensitive information, and for overseeing the preparation and dissemination of official publications, reports, and communications.

• Overseeing and managing the preparation, creation and publication of all published budget documents.
• Leading, supervising, instructing and evaluating clerical support staff.
• Performing effective time management and daily scheduling for the Budget Director and Assistant Budget Director.
• Distributing Citywide Email correspondence on behalf of the Budget Director.
• Assisting with recruitment efforts by reviewing applications, coordinating interviews, onboarding, and providing other miscellaneous support during recruitments.
• Assisting with time keeping, maintaining personnel files and processing sensitive and confidential staffing recommendations.
• Preparing, reviewing, proofing and editing correspondence, memoranda, and reports for accuracy and dissemination.
• Overseeing the maintenance of records pertaining to City positions, appropriation ordinance and resolution amendments and public records requests.
• Procurement and reconciliation of office purchases.
• Utilizing a wide variety of computer applications, software and databases such as MS Word, Excel, PowerPoint, Outlook, Teams, SharePoint, Zoom and Adobe Creative Cloud.
• Organizing and/or assisting with team building and team celebration events.

Minimum Qualifications

Education: Two (2) years of undergraduate coursework from an accredited college or university (equivalent to at least 60 semester units or 90 quarter units).

Experience: Four (4) years of experience in administrative support or office management, including two (2) years of experience performing complex administrative functions in support of senior management.

Acceptable Substitutions: Additional administrative support or office management experience may be substituted for the education requirement on a year‑for‑year basis.

Other Qualifications

• Ability and experience providing administration of an executive office.
• Thorough knowledge of the City’s methods and procedures utilized in the specific area being supervised.
• Ability to handle difficult customers with poise and professionalism and resolve conflict or complaints.
• Knowledge of City departments, City Council and City Manager’s Office.
• Knowledge of the effective uses of computer equipment, databases, and various software programs, including the ability to quickly learn digital and print publishing platforms.

Competencies

• Job Expertise - Demonstrates knowledge of and experience with applicable professional/technical principles and practices, citywide and departmental procedures/policies and federal and state rules and regulations.
  • Knowledge of City government administration and management.
  • Knowledge of principles and practices of professional business communication, including editing, formatting, and publication standards.
  • Ability to exercise independent judgment and initiative regarding administrative matters.
  • Ability to handle sensitive and confidential information.
• Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills and displays openness to other people's ideas and thoughts.
• Computer Skills - Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS Excel, MS PowerPoint, and MS Teams.
• Teamwork and Interpersonal Skills - Develops effective relationships with co‑workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
• Customer Service - Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using a professional demeanor.
• Problem Solving - Approaches a situation or problem by defining the problem or issue, determining the significance of the problem, collecting information, using logic and intuition to arrive at decisions or solutions that achieve the desired outcome.
• Reliability - Completes quality work assignments in a timely and efficient manner, fulfills responsibilities and maintains confidentiality as appropriate.
• Initiative - Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promote job performance.
• Multi‑tasking - Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s).
• Supervision - Sets effective long‑ and short‑term goals based on a solid understanding of management practices; establishes realistic priorities within available resources; provides motivational support; empowers others; and assigns decision‑making authority and work functions appropriately to maximize organizational and individual effectiveness.

Employment Eligibility

Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San José will NOT sponsor, represent or sign any documents related to visa applications/transfers for H1‑B or any other type of visa which requires an employer application.