Executive Office Administrator - City Manager’s Budget Office

Posting number: 202601652

Department: City Manager

Job classification: Executive Office Administrator, City Manager’s Office (Unclassified)

Posting type: Open

Categories: Administration

Summary

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 are responsible for preparing and publishing all budget documents, forecasting revenues, and, on a regular basis, performing analysis of budget and/or service-level related issues, and supporting performance measures 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.

Examples of duties

The City Manager’s Budget Office is currently seeking to fill one full-time Executive Office Administrator vacancy.

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 position 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. This classification is also responsible for handling highly confidential and sensitive information, and for overseeing the preparation and dissemination of official publications, reports, and communications.

In addition, key duties and responsibilities for this position include but are not limited to:

• 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 series applications.
• Organizingand/orassistingwithteam building and team celebration events.

Qualifications

Education: Two (2) years of undergraduate course work 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 may be substituted for the education requirement on a year-for-year basis.

Supplemental information

Desirable Qualifications for this position include:

• 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, i