Executive Office Administrator - City Manager’s Budget Office

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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 prepare and publish all budget documents, forecast revenues, perform analyses of budget and service‑level issues, and support performance measurement 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.

Salary range for this classification is: $ – $ 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 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. The classification is also responsible for handling highly confidential and sensitive information, and for overseeing the preparation and dissemination of official publications, reports, and communications.

• 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.

Education: Two (2) years of undergraduate coursework 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…