City of San José
Senior Supervisor, Administration - City Manager's Budget Office
City of San José, San Jose, California, United States, 95199
Overview
Senior Supervisor, Administration - City Manager's Budget Office. The City of San José has a diverse and inclusive workforce of more than 7,000 employees. The Budget Office supports the development and monitoring of San José’s budget for over 140 funds in alignment with City Council goals. The Office publishes budget documents, forecasts revenues, and analyzes budget and service-level issues while supporting performance measures and data-driven service delivery. The department values teamwork, professionalism, and confidentiality. The City of San José is an equal opportunity employer. Applicants will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration unlawful under federal, state, or local laws. Reasonable accommodations are available for applicants with disabilities. For accommodations, contact 408-535-1285, 711 (TTY), or CityCareers@sanjoseca.gov. About The Department: The Budget Office operates under the Budget Director and supports budget development and monitoring for the City. The office is staffed to provide fiscal analysis, document publication, forecasting, and performance measurement support across departments. Position Duties
The City Manager’s Budget Office is seeking to fill one full-time Senior Supervisor, Administration role. Salary range: $97,231.68 - $118,176.24 annually; includes an approximate five percent ongoing non-pensionable compensation. Final salary will be determined by qualifications and experience. Responsibilities include supporting the Budget Director, Assistant Budget Director, and Deputy Budget Director; supervising clerical staff; calendaring and scheduling; preparing and distributing materials and correspondence; handling customer calls and emails; editing sensitive correspondence; organizing and maintaining files; managing publication of City documents; and supervising daily clerical operations. The role also involves answering phones, acting as HR liaison for the department, and approving office supply orders. Additional duties include, but are not limited to: Assist with recruitment by reviewing applications, coordinating interviews, onboarding, and related support during recruitments. Oversee publication processes for major budget documents. Manage time and scheduling for the Director and the Assistant Director. Communicate the Director's decisions and views to staff. Screens incoming calls and brings issues to the Director's attention. Handle sensitive and confidential information. Lead, supervise, instruct, and evaluate clerical staff. Maintain personnel files and confidential information; maintain records and filing systems. Manage and monitor Director and Assistant Director's emails. Prepare travel arrangements and expense reimbursements. Prepare, review, and edit correspondence, memos, and reports for correct format. Review mail, assign actions, and track disposition. Supervise day-to-day operations of the executive administrative and clerical team. Maintain professionalism and confidentiality; prioritize and assign work; conduct performance evaluations; ensure staff training. Recommend hiring/promotion decisions and other status changes. Coordinate schedules, manage correspondence, and prepare diverse documents. Utilize computer applications such as MS Word, Excel, Outlook, Teams, and Zoom. Minimum Qualifications Education: Two years of undergraduate coursework from an accredited college or university (equivalent to at least 60 semester units or 90 quarter units). Experience: Four years of varied office clerical work, including two years at the level of Senior Office Specialist or above with lead responsibility (customer service experience required if supervising a clerical function involving customer service). Substitutions: Additional experience at the Senior Office Specialist level or above may substitute for the education requirement on a year-for-year basis. Other Qualifications
The ideal candidate will demonstrate the following competencies: Job Expertise – Knowledge of professional/technical principles, city-wide procedures, and applicable laws and regulations. Communication Skills – Clear written and verbal communication; effective listening and openness to others’ ideas. Computer Skills – Proficiency with MS Outlook, Word, Excel, PowerPoint, and Teams. Teamwork and Interpersonal Skills – Ability to collaborate and resolve conflicts. Customer Service – Ability to anticipate and meet customer needs with professionalism. Supervision – Ability to set goals, prioritize, motivate, empower, and assign work effectively. Initiative – Proactive problem-solving and willingness to take on extra responsibility and development opportunities. Multi-Tasking – Ability to manage multiple projects simultaneously. Additional Desirable Qualifications: Administration of an executive office; knowledge of City procedures; ability to handle difficult customers and resolve conflicts; familiarity with City departments and the City Manager’s Office; proficiency with computer systems and databases. Selection Process: Applicants will be evaluated on training and experience; responses to job-specific questions must be the applicant’s own work. Use of AI content may result in removal from the hiring process. Additional phases may include one or more interviews. You will answer job-specific questions as part of the online application. You must provide a resume. Questions may include describing experience managing an executive office and confidential communications, scheduling, and time management. All questions must be answered to be considered. Questions: Ganna Malik at ganna1.malik@sanjoseca.gov. Application deadline: October 3, 2025. Employment Eligibility: Federal law requires verification of eligibility to work in the United States. The City will not sponsor visas for this position. Notes: Applications are not accepted through CalOpps or other third-party job boards. This recruitment may fill multiple positions and opportunities across divisions/departments. Please allow time to complete the application; you will receive a confirmation email if submitted successfully. If you do not receive confirmation, email CityCareers@sanjoseca.gov for status.
#J-18808-Ljbffr
Senior Supervisor, Administration - City Manager's Budget Office. The City of San José has a diverse and inclusive workforce of more than 7,000 employees. The Budget Office supports the development and monitoring of San José’s budget for over 140 funds in alignment with City Council goals. The Office publishes budget documents, forecasts revenues, and analyzes budget and service-level issues while supporting performance measures and data-driven service delivery. The department values teamwork, professionalism, and confidentiality. The City of San José is an equal opportunity employer. Applicants will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration unlawful under federal, state, or local laws. Reasonable accommodations are available for applicants with disabilities. For accommodations, contact 408-535-1285, 711 (TTY), or CityCareers@sanjoseca.gov. About The Department: The Budget Office operates under the Budget Director and supports budget development and monitoring for the City. The office is staffed to provide fiscal analysis, document publication, forecasting, and performance measurement support across departments. Position Duties
The City Manager’s Budget Office is seeking to fill one full-time Senior Supervisor, Administration role. Salary range: $97,231.68 - $118,176.24 annually; includes an approximate five percent ongoing non-pensionable compensation. Final salary will be determined by qualifications and experience. Responsibilities include supporting the Budget Director, Assistant Budget Director, and Deputy Budget Director; supervising clerical staff; calendaring and scheduling; preparing and distributing materials and correspondence; handling customer calls and emails; editing sensitive correspondence; organizing and maintaining files; managing publication of City documents; and supervising daily clerical operations. The role also involves answering phones, acting as HR liaison for the department, and approving office supply orders. Additional duties include, but are not limited to: Assist with recruitment by reviewing applications, coordinating interviews, onboarding, and related support during recruitments. Oversee publication processes for major budget documents. Manage time and scheduling for the Director and the Assistant Director. Communicate the Director's decisions and views to staff. Screens incoming calls and brings issues to the Director's attention. Handle sensitive and confidential information. Lead, supervise, instruct, and evaluate clerical staff. Maintain personnel files and confidential information; maintain records and filing systems. Manage and monitor Director and Assistant Director's emails. Prepare travel arrangements and expense reimbursements. Prepare, review, and edit correspondence, memos, and reports for correct format. Review mail, assign actions, and track disposition. Supervise day-to-day operations of the executive administrative and clerical team. Maintain professionalism and confidentiality; prioritize and assign work; conduct performance evaluations; ensure staff training. Recommend hiring/promotion decisions and other status changes. Coordinate schedules, manage correspondence, and prepare diverse documents. Utilize computer applications such as MS Word, Excel, Outlook, Teams, and Zoom. Minimum Qualifications Education: Two years of undergraduate coursework from an accredited college or university (equivalent to at least 60 semester units or 90 quarter units). Experience: Four years of varied office clerical work, including two years at the level of Senior Office Specialist or above with lead responsibility (customer service experience required if supervising a clerical function involving customer service). Substitutions: Additional experience at the Senior Office Specialist level or above may substitute for the education requirement on a year-for-year basis. Other Qualifications
The ideal candidate will demonstrate the following competencies: Job Expertise – Knowledge of professional/technical principles, city-wide procedures, and applicable laws and regulations. Communication Skills – Clear written and verbal communication; effective listening and openness to others’ ideas. Computer Skills – Proficiency with MS Outlook, Word, Excel, PowerPoint, and Teams. Teamwork and Interpersonal Skills – Ability to collaborate and resolve conflicts. Customer Service – Ability to anticipate and meet customer needs with professionalism. Supervision – Ability to set goals, prioritize, motivate, empower, and assign work effectively. Initiative – Proactive problem-solving and willingness to take on extra responsibility and development opportunities. Multi-Tasking – Ability to manage multiple projects simultaneously. Additional Desirable Qualifications: Administration of an executive office; knowledge of City procedures; ability to handle difficult customers and resolve conflicts; familiarity with City departments and the City Manager’s Office; proficiency with computer systems and databases. Selection Process: Applicants will be evaluated on training and experience; responses to job-specific questions must be the applicant’s own work. Use of AI content may result in removal from the hiring process. Additional phases may include one or more interviews. You will answer job-specific questions as part of the online application. You must provide a resume. Questions may include describing experience managing an executive office and confidential communications, scheduling, and time management. All questions must be answered to be considered. Questions: Ganna Malik at ganna1.malik@sanjoseca.gov. Application deadline: October 3, 2025. Employment Eligibility: Federal law requires verification of eligibility to work in the United States. The City will not sponsor visas for this position. Notes: Applications are not accepted through CalOpps or other third-party job boards. This recruitment may fill multiple positions and opportunities across divisions/departments. Please allow time to complete the application; you will receive a confirmation email if submitted successfully. If you do not receive confirmation, email CityCareers@sanjoseca.gov for status.
#J-18808-Ljbffr