Compliance, Administrative, and Policy Program Manager - Office of Retirement Services

Job Description:

Compliance, Administrative, and Policy Program Manager - Office of Retirement Services

Description

Our diverse and inclusive workforce of more than 7,000 employees play a key role in the success of San José, the heart of the Silicon Valley. All City of San José employees work together as one team to make San José a vibrant, innovative, and desirable place to live and work. Visit here to learn more about our One Team Leadership Values and Expectations, including quality and excellent customer service and here to learn more about San José.

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. If you need assistance or an accommodation due to a disability, please contact us at 408-535-1285, 711 (TTY) , or via email at CityCareers@sanjoseca.gov .

About the Department

TheCityof San José, the Capital of Silicon Valley, is one of the nation's best managed cities and one of the top ten cities in which to live, work, and do business. Moreover, San José is the center of cultural, government and economic activity for the region. The employees of the City of San José have embraced the following values: Integrity, Innovation, Excellence, Collaboration, Respect and Celebration. The Office of Retirement Services (ORS) is seeking an individual whose values align with the values of the City's employees.

The mission of the ORS is to provide quality services in the delivery of pension and related benefits and maintain financially sound pension plans.

ORS oversees the investment of assets and administers the benefits of the two Defined Benefit Retirement Plans for City of San Jose employees. The assets of the two plans total over $9 billion. As of June 30, 2024, there were over 7,300 retirees and beneficiaries, and over 8,480 actives, inactive and deferred vested members in the two retirement plans. Each of the retirement plans has a Board of Administration that has fiduciary responsibility over their respective retirement plan. ORS has a total of about 45 positions spread among five different work unit within the office: Investments, Benefits, Accounting, Information Technology, and Administration.

For more information on ORS, please visit our website at: http://www.sjretirement.com

Position Duties

The salary range for the Program Manager Classification is:

$134,490.72 - $174,851.04 Annually

This salary range(s) includes an approximate five percent (5%) ongoing non-pensionable compensation. Actual salary shall be determined by the final candidates’ qualifications and experience.

Position Duties and Responsibilities:

The Office of Retirement Services is currently seeking to fill (1) full-time Program Manager vacancy in the Chief Executive Officer (CEO)/Director’s Office with the Office of Retirement Services. The position will report directly to the CEO. The ideal candidate will possess strong and effective organizational abilities, with demonstrated success in managing a fast-paced work environment, high-volume workload, and multiple concurrent assignments. Exceptional written and verbal communication skills are essential, along with the ability to build and sustain productive, collaborative relationships with Board Trustees, consultants, Plan members, key stakeholders, and City staff.

Candidates must be flexible and available to work occasional hours beyond the standard work schedule. As this is an exempt management position, it is not eligible for overtime compensation.

The Program Manager will address critical gaps in oversight, compliance, and operational efficiency. The Program Manager position will act as a compliance, administrative, and policy manager and will provide centralized oversight of policy compliance, governance, procurement, and administrative operations within the Office of Retirement Services (ORS).

The position will:

• Lead policy development, implementation, staff training, and compliance monitoring across ORS to ensure alignment with citywide policies, pension board requirements, and best practices.
  
• Serve as the primary liaison to the internal audit consulting firm, coordinating planning, documentation, and communication. Lead follow-up efforts to ensure audit findings are addressed and that accountability is maintained across divisions, including with senior staff and managers.
  
• Serve as the department’s Human Resources, Employee Relations, Contract, Employment, Safety and Workers Compensation Liaison ensuring compliance with personnel policies, assisting with investigations, and supporting staff training.
  
• Serve as the department’s Language Access and Disability Access Liaisons, participating in citywide coordination efforts to support accessibility, translation, accommodation, and inclusion in public-facing services and materials.
  
• Manage and improve procurement processes by reviewing purchases, contracts, and compliance with ORS and city procurement rules, working closely with the purchasing managers.
  
• Oversee administrative governance and office operations, including office management, vendor coordination, and records management; oversee the Boards’ agenda management desk.
  
• Lead ORS’s new benchmarking initiative to enhance performance reporting and integrate external comparisons for improved board oversight.
  
• Supervise the ORS administrative team (Executive Assistant and two administrative support staff), ensuring accountability, effective board meeting operations, and support for agency-wide initiatives.

Minimum Qualifications

Education: Bachelor’s degree in a closely related field.

Experience: Five (5) years of progressively responsible experience performing duties in at least two of the following areas: policy development and implementation, internal audit coordination, public sector compliance, procurement and contract management, or administrative board operations. At least two (2) of those years must include supervisory experience.

Desired Qualification
Experience: Five (5) years of supervisory experience is preferred.

License: A California Driver’s license is highly desirable for this position.
Other Requirements
Form 700 Requirement
This position requires a disclosure of outside investments, real property interest, income, and business positions. You must complete and file an “Assuming Office Form 700” with the City Clerk’s Office within the first 30 days of employment with the office.

Other Qualifications

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.
  
  
• Computer Skills - Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.
  
  
• Customer Service - Demonstrates the ability to anticipate customers' needs and deliver services effectively and
  efficiently using professional demeanor.
  
• Decision Making- Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions.
  
• Fiscal Management - Understands the relationship of the budget and resources to the strategic plan; complies with administrative controls over funds, contracts, and procurements.
  
• 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 promotes job performance.
  
• Leadership - Leads by example; demonstrates high ethical standards; remains visible and approachable and interacts with others on a regular basis; promotes a cooperative work environment, allowing others to learn from mistakes; provides motivational supports and direction.
  
  
• Multi-Tasking - Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s).
  
  
• Teamwork & Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
  
  
• Supervision - Sets effective long and short-term goals based on a good understanding of management practices; establishes realistic priorities within available resources; provides motivational support; empowers others; assigns decision-making and work functions to others in an appropriate manner to maximize organizational and individual effectiveness.
  
• 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.

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. You must answer all questions to be considered, or your application may be deemed incomplete and withheld from further consideration. Applicants are expected to write their own 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.

If you have questions about the duties of these positions, the selection or hiring processes, please contact Jennifer Macias at Jennifer.Macias1@sanjoseca.gov.

Additional Information:

Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San Jose will NOT sponsor, represent or sign any documents related to visa applications/transfers for H1-B or any other type of visa which requires an employer application.

You must answer all job-specific questions to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. 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.

Please note that applications are currently not accepted through CalOpps or any other third party job board application system.

This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.

Please allow adequate time to complete the application and submit before the deadline or the system may not save your application. If your online application was successfully submitted, you will receive an automatic confirmation email to the email address you provided. IF YOU DO NOT RECEIVE THE CONFIRMATION, please email CityCareers@sanjoseca.gov and we will research the status of your application.

The City of San Jose offers a wide range of core health benefits including Medical, Dental, Vision, Employee Assistance Program, Life Insurance, Disability, and Savings Plans. Please visit the City's benefits pagefor detailed information on coverage, cost, and dependent coverage.

For information on the City’s Retirement Plan(pension for full-time employees), please visit the Office of Retirement Services website. You will be able to view information based on different Sworn/Federated job classification.

In additional to the benefits above, there is an additional perks siteto explore further benefits of working for the City of San Jose like paid leave, educational reimbursements, and holiday pay are specific to the job classification and union membership.

Closing Date/Time: 8/18/2025 11:59 PM Pacific

Salary:

$134,490.72 - $174,851.04 Annually