Executive Office Administrator - City Manager's Budget Office
Salary
$100,148.62 - $132,021.50 Annually
Location
San Jose
Job Type
Full-Time
Job Number
202601652
DEPART
City Manager
Opening Date
07/06/2026
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 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 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 Executive Office Administrator vacancy.
Salary range for this classification is: $100,148.62- $132,021.50 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 position 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. This classification is also responsible for handling highly confidential and sensitive information, and for overseeing the preparation and dissemination of official publications, reports, and communications.
In addition, key duties and responsibilities for this position include but are not limited to:
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 administrative support or office management, including two (2) years of experience performing complex administrative functions in support of senior management.
Acceptable Substitutions: Additional administrative support or office management may be substituted for the education requirement on a year-for-year basis.
Other Qualifications
Desirable Qualifications for this position include:
Competencies:
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.
Knowledge of City government administration and management.
Knowledge of principles and practices of professional business communication, including editing, formatting, and publication standards.
Ability to exercise independent judgment and initiative regarding administrative matters.
Ability to handle sensitive and confidential information.
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 peoples 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.
Problem Solving - Approaches a situation or problem by defining the problem or issue, determines the significance of problem, collects information, uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.
Reliability - Completes quality work assignments in a timely and efficient manner, fulfills responsibilities and maintains confidentiality as appropriate.
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).
Supervision - Sets effective long- and short-term goals based on a solid understanding of management practices; establishes realistic priorities within available resources; provides motivational support; empowers others; and assigns decision-making authority and work functions appropriately to maximize organizational and individual effectiveness.
Selection Process:
The selection process will consist of an evaluation of the applicants 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 MUST ANSWER ALL JOB-SPECIFIC QUESTIONS TO BE CONSIDERED FOR THIS POSITION. Submission of a resume is optional. However, submission of a resume in lieu of completing the education and work experience sections on the application and failing to answer all the questions will constitute an incomplete application, and it will be withheld from further consideration.
If you have questions about the duties of these positions, the selection or hiring processes, please contact Vaishali Vashistha at vaishali.vashistha@sanjoseca.gov.
This position will remain Open Until Filled, with the first review of applications on Wednesday, July 22, 2026.
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 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.
AI and the Hiring Process
We recognize that Artificial Intelligence (AI) is becoming part of daily life and can be a valuable tool for learning, research, and professional growth. We encourage candidates to use AI responsibly as a support in preparing application materials, live assessments, and interviews. However, we value authenticity, accuracy and truthfulness. Application responses and interview answers must reflect your own knowledge, skills, and experiences. While AI can supplement preparation, it cannot replace the originality and judgment we look for in our employees. This ensures fairness, transparency, and equity for all applicants in the hiring process.
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 Citys benefits page for 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 site to 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.
01
What is the highest level of education you have completed?
02
How many years of experience in administrative support or office management do you have? {Please Note: One year of Full-Time experience = 2080 Hours}
03
Out of the question above, how many years of experience do you have in performing complex administrative functions in support of senior management? {Please Note: One year of Full-Time experience = 2080 Hours}
04
An acceptable education substitution for the Executive Office Administrator City Managers Office position is additional administrative support or office management experience on a year-for-year basis. Please describe in detail any additional administrative support or office management experience to meet substitution for the education requirement. In your response, detail the scope of your responsibilities, your specific job titles, the duration of your employment, and the employers where you gained this experience.
05
Describe your experience providing administrative support to executive-level management, and the types of responsibilities you managed. In your response, detail the scope of your responsibilities, your specific job titles, the duration of your employment, and the employers where you gained this experience.
06
Describe your experience editing, proofreading, and distributing official correspondence, or other professional documents. Include examples of the types of documents you prepared, the types of software used and your level of proficiency.
07
Provide an example of how you have handled sensitive or confidential personnel information while maintaining confidentiality and professionalism.
08
Describe your experience supervising or leading others, including experience in training, establishing priorities and delegating work to ensure deadlines are met.
Required Question
Employer City of San Jose
Address 200 E Santa Clara St
San Jose, California, 95113
Phone (408) 535-1285
Website https://www.sanjoseca.gov/