Strategic Executive Office Administrator

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

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.