Senior Supervisor Administration – City Manager’s Budget Office

Job Description:

Senior Supervisor Administration – City Manager’s Budget Office

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

The 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 Duties

The City Manager’s Budget Office is currently seeking to fill one full-time Senior Supervisor Administration vacanc y .

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.

The Senior Supervisor of Administration for the City Manager’s Budget Office supports the Budget Director, Assistant Budget Director and Deputy Budget Director as well as supervises the clerical team. Duties include 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. Other duties include routinely answering phones, department timekeeper, acting as the HR liaison for the Department, and approving office supply orders.

In addition, k ey duties and responsibilities for this position include but are not limited to:

• Assists with recruitment efforts by reviewing applications, coordinating interviews, onboarding, and by providing other miscellaneous support during recruitments .
  

• Oversees publication process for all major budget documents .
  

• Performs effective time management and daily scheduling for the Director and the Assistant Director .
  

• Communicates Director's decisions and views to staff .
  

• Screens incoming calls and bring issues to the attention of the Director .
  

• Handles sensitive and confidential information .
  

• Leads, supervises, instructs and evaluates clerical support staff .
  

• Maintains office personnel files and confidential information .
  

• Maintains records and filing systems .
  

• Manages and monitors Director and Assistant Director's emails .
  

• Prepares and coordinates travel arrangements and expense reimbursements.
  

• Prepares, reviews and edits correspondence, memos and reports for correct format .
  

• Reviews mail, assigns to appropriate staff for action, and follows up on its disposition .
  

• Supervise day-to-day operations of the executive administrative and clerical team.
  

• Maintain a high level of professionalism and confidentiality and appropriately handle sensitive information .
  
• Prioritize and assign work, conduct performance evaluations, and ensure staff are trained.
  

• Make hiring and promotion recommendations, and any other recommendations related to the change in status of employees.
  

• Coordinate schedules, manage correspondence, and prepare a variety of documents.
  

• Utilize a wide variety of computer applications such as MS Word, Excel, Outlook, Teams and Zoom.
  

Minimum 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 (must be 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.

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.
  

• 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.
  

• 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.
  

• 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).
  

Additional Desirable Qualifications :

• 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.
  

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 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 experience in training, scheduling and assigning work to others .
  

You must answer all questions to be considered , or your application may be deemed incomplete and withheld from further consideration. P lease also ensure to attach your resume while submitting you r application.

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

The application deadline for this position is August 11 , 2025.

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: 8/11/2025 11:59 PM Pacific

Salary:

$97,231.68 - $118,176.24 Annually