Senior Supervisor, Administration - City Manager's ...

Overview The City Manager’s Budget Office operates under the leadership of the Budget Director who reports to the City Manager. Supported by a staff of 19, 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. Position The City Manager’s Budget Office is currently seeking to fill one full-time Senior Supervisor, Administration vacancy. Salary Salary range for this classification is $97,231.68 - $118,176.24 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. Responsibilities Supports the Budget Director, Assistant Budget Director and Deputy Budget Director as well as supervises the clerical team. Extensive calendaring and scheduling meetings; preparing and distributing materials and correspondence to the organization; receiving and appropriately responding to customer calls and emails; editing highly sensitive correspondence; organizing and maintaining files; managing the publication of various City documents; and supervising day to day operations of clerical staff. Routinely answering phones, acting as the HR liaison for the Department, and approving office supply orders. Lead, supervise, instruct and evaluate clerical support staff; maintain office personnel files and confidential information; maintain records and filing systems; manage and monitor Director and Assistant Director's emails. Coordinate travel arrangements and expense reimbursements; prepare, review and edit correspondence, memos and reports for correct format. Review mail, assign to appropriate staff for action, and follow up on disposition; supervise day-to-day operations of the executive administrative and clerical team. Prioritize and assign work, conduct performance evaluations, ensure staff training; make hiring and promotion recommendations related to employees’ status. Coordinate schedules, manage correspondence, and prepare a variety of documents; utilize a wide variety of computer applications (MS Word, Excel, Outlook, Teams, Zoom). 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 varied office clerical work. The four years of experience must include two years of experience at the level of Senior Office Specialist or above including lead responsibility (customer service experience if supervising a clerical function involving primarily customer service). Acceptable Substitutions: Additional experience at the level of Senior Office Specialist or above may be substituted for the education requirement on a year-for-year basis. Ideal Candidate Competencies Job Expertise - Demonstrates knowledge of applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations. Communication Skills - Effectively conveys information and expresses thoughts clearly, orally and in writing; demonstrates effective listening and openness to others’ ideas. Computer Skills - Proficient with MS Outlook, Word, Excel, PowerPoint, Teams. Teamwork and Interpersonal Skills - Develops effective relationships and uses collaboration and conflict resolution to achieve tasks. Customer Service - Anticipates customers’ needs and delivers services professionally and efficiently. Supervision - Sets goals, prioritizes, motivates, empowers, and assigns decisions to others as appropriate. Initiative - Proactive and proactive in planning, problem-solving, and pursuing continuing education opportunities. Multi-Tasking - Handles multiple projects and responsibilities simultaneously. Additional Desirable Qualifications - Ability and experience administering an executive office; knowledge of the City’s methods and procedures; professionalism in handling difficult customers; knowledge of City departments, Council and Manager’s Office; familiarity with computer databases and software programs. 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 job-specific questions. Applicants are expected to write their own essays/responses. The use of AI content in responses may result in removal from the hiring process. Only candidates whose backgrounds best match the position will be invited to proceed. Additional phases may include one or more interviews. You will be prompted to answer the following job-specific questions in the online application process: Describe your experience in managing a complex Executive Office. Describe your approach to maintaining confidential communications, executive scheduling management, and overall time management. Describe your level of experience using computer and software applications. Please describe your experience supervising or leading others, including training, scheduling and assigning work to others. You must answer all questions to be considered, or your application may be deemed incomplete. Please attach your resume when submitting your application. If you have questions about the duties of this position, the selection or hiring processes, please contact Ganna Malik at . The application deadline for this position is October 3, 2025. #J-18808-Ljbffr

Created: 2025-09-22