Executive Office Administrator - City Manager’s Budget Office

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.

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.

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.

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, including the knowledge of or the ability to quickly learn digital and print publishing platforms.

Competencies:

The ideal candidate will possess the following competencies, as demonstrated in past and current employment history.

• 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.

Selection Process:

The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to all the job specific questions. Applicants are expected to write their own essays/responses. Please be advised that use of AI content in your responses may result in your removal from the hiring process. Only those candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews.

YOU MUST ANSWER ALL JOB-SPECIFIC QUESTIONS TO BE CONSIDERED FOR THIS POSITION. Submission of a resume is optional. However, submission of a resume in lieu of completing the education and work experience sections on the application and failing to answer all the questions will constitute an incomplete application, and it will be withheld from further consideration.

If you have questions about the duties of these positions, the selection or hiring processes, please contact Vaishali Vashistha at vaishali.vashistha@sanjoseca.gov.

This position will remain Open Until Filled, with the first review of applications on Wednesday, July 22, 2026.

Salary : $100,149 - $132,022