Executive Assistant; Unclassified

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The 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.

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The City of San José invites applicants for the position of Executive Assistant in the City Manager’s Office of Employee Relations. The Office of Employee Relations’ primary functions are labor negotiations, administration of labor contracts, employee performance and conduct issues, employee-related policy development and interpretation, and concerns/complaints related to discrimination and harassment. The Office of Employee Relations also manages the City of San José’s Whistle blower Hotline where City employees, customers, and members of the public can raise concerns about City employees and services.

The primary goals of the Office of Employee Relations are to encourage and maintain a productive and respectful work environment, to foster positive employee and labor relations, and to enhance the City’s ability to deliver efficient and quality customer service.

This is a full-time salaried (FLSA exempt) position with an approximate starting annual salary of $83,443, which includes an approximate five percent (5%) ongoing, non‑pensionable compensation and an excellent benefits program.

This position performs executive level administrative work utilizing a high degree of sensitivity and decision making, and is responsible for complex administrative functions that support the work of the Office. This position also administratively supports the Director. Given the nature of the Office's work, this position requires excellent verbal and written communication; proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; and must have the ability to handle very confidential and sensitive information with a high degree of ethics and integrity.

• Report running, data entry, and analysis related to specific issues, programs, and projects.
• Managing the calendar and phone of the Director.
• Drafting office correspondence, proofreading and editing documents for grammar, punctuation, spelling, format, and clarity.
• Answering the main telephone line, responding to inquiries and questions directed to the Office of Employee Relations.
• Managing communications to the Whistle blower Hotline.
• Maintaining internal office processes and procedures to ensure efficiency and completion of administrative functions.
• Preparing and monitoring expenditures, contracts, and payments.
• Other administrative functions as assigned such as timekeeping, maintaining office supplies, processing incoming and outgoing mail, assisting with meeting set‑up, and coordinating travel and conference/training registration.

• Education:
  
  Associate of Arts degree from an accredited college in business or closely related field.
• Experience:
  
  Five (5) years of progressively responsible work experience in the business field and/or office management.

• 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.
• Communication Skills – Communicates and listens effectively and responds in a timely, effective, positive, and respectful manner; written reports and correspondence are…