Executive Office Administrator - City Manager’s Budget Office

City of San Jose•San Jose, CA

1d•Onsite

About The Position

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

Requirements

Two (2) years of undergraduate course work from an accredited college or university (equivalent to at least 60 semester units or 90 quarter units).
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.
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 knowledge of or the ability to quickly learn digital and print publishing platforms.
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 professional demeanor.
Problem Solving - Approaches a situation or problem by defining the problem or issue, determines the significance of problem, collects information, uses logic and intuition to arrive at decisions or solutions to problems 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.

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 series applications.
Organizing and/or assisting with team building and team celebration events.