City of San José
Administrative Assistant - Planning, Building and Code Enforcement
City of San José, San Jose, California, United States, 95199
Administrative Assistant - Planning, Building and Code Enforcement
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. 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. About The Department The City of San Jose’s Department of Planning, Building, and Code Enforcement serves to ensure the orderly and safe development of private properties, compliance with all applicable building, zoning, and quality of life ordinances and regulations, and to promote healthy and safe community standards. Assisting and guiding land use and development to promote long-term goals and objectives that render safe, beneficial, and more sustainable communities Providing orderly administration and compliance of building codes, as mandated by the various levels of government, to ensure the construction of buildings, homes, and structures meet intended life safety and structural requirements Investigating and resolving citizen complaints of municipal code violations on private property in order to promote, maintain, and improve quality of life issues that better allow for safe and harmonious conditions in all neighborhoods The Department is seeking applicants who are committed to understanding, executing, and improving the customer experience to best achieve the above goals and objectives. Strong communication and interpersonal skills are essential, as the department values building positive relationships and fostering collaboration with other departments, agencies, and the community. Position Duties The Director’s Office is seeking applicants for an Administrative Assistant position providing support to the Department and Director. Effective time management and daily scheduling for the Director. Analyze and communicate Director's decisions and views to staff. Compile and prepare data for a variety of Department reports. Implement and revise records, forms, filing systems, and procedures. Coordinate items to be scheduled on future Council agenda and final processing of Department memoranda to City Council and Council Committees (Council Liaison). Coordinate and monitor Departmental agenda items for a variety of boards, commissions, roundtables, committees, and City Council meetings (horizon report). Coordinate monthly Council 1:1 meetings and complies agenda for Executive Team review. Handle sensitive and confidential information. Compose and edit highly sensitive correspondence Attend Director meetings and take notes as required. Maintain records and filing systems. Manage Director emails. Schedule Director 1:1’s and supports the development meeting agendas. Manage department procurement card and process orders for Director. Manage Director tasks, signature requests, vacation requests, decisions, and reviews of key department documents. Support department meeting and event administration, scheduling and setup. Manage the annual milestone schedule and anticipate needs for future meetings and preparation activities. Perform a variety of independent research and report preparation. Prepare and coordinate all travel arrangements and expense reimbursements for the Director and Assistant Director. Prepare, review, and edit correspondence, memos, and reports for correct format. Implement improvements to department organization processes as it related to the management of the Director’s office. Review mail, assign to appropriate staff for action, and follow up on its disposition. Receive incoming customer calls or emails and bring issues to the attention of the Director. Minimum Qualifications Education:
Completion of high school or equivalent (General Education Development [GED] Test or California Proficiency Certificate) Experience:
Six (6) years of experience in clerical and secretarial work, including two (2) years providing individual support to an executive. 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; displays openness to other people's ideas and thoughts. Building Trust - Communicates an understanding of the other person's interests, needs and concerns; identifies and communicates shared interests and goals; identifies and communicates differences as appropriate; demonstrates honesty, keeps commitments and behaves in an appropriate manner. Computer Skills - experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel. Flexibility - Makes effective decisions and achieves desired results in the midst of major changes in responsibilities, work processes, timeframes, performance expectations, organizational culture, or work environment. 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. Reliability - Completes quality work assignments in a timely and efficient manner; fulfills responsibilities and maintains confidentiality as appropriate. Teamwork & Interpersonal Skills - demonstrates a positive attitude and flexibility along with the ability to develop effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
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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. 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. About The Department The City of San Jose’s Department of Planning, Building, and Code Enforcement serves to ensure the orderly and safe development of private properties, compliance with all applicable building, zoning, and quality of life ordinances and regulations, and to promote healthy and safe community standards. Assisting and guiding land use and development to promote long-term goals and objectives that render safe, beneficial, and more sustainable communities Providing orderly administration and compliance of building codes, as mandated by the various levels of government, to ensure the construction of buildings, homes, and structures meet intended life safety and structural requirements Investigating and resolving citizen complaints of municipal code violations on private property in order to promote, maintain, and improve quality of life issues that better allow for safe and harmonious conditions in all neighborhoods The Department is seeking applicants who are committed to understanding, executing, and improving the customer experience to best achieve the above goals and objectives. Strong communication and interpersonal skills are essential, as the department values building positive relationships and fostering collaboration with other departments, agencies, and the community. Position Duties The Director’s Office is seeking applicants for an Administrative Assistant position providing support to the Department and Director. Effective time management and daily scheduling for the Director. Analyze and communicate Director's decisions and views to staff. Compile and prepare data for a variety of Department reports. Implement and revise records, forms, filing systems, and procedures. Coordinate items to be scheduled on future Council agenda and final processing of Department memoranda to City Council and Council Committees (Council Liaison). Coordinate and monitor Departmental agenda items for a variety of boards, commissions, roundtables, committees, and City Council meetings (horizon report). Coordinate monthly Council 1:1 meetings and complies agenda for Executive Team review. Handle sensitive and confidential information. Compose and edit highly sensitive correspondence Attend Director meetings and take notes as required. Maintain records and filing systems. Manage Director emails. Schedule Director 1:1’s and supports the development meeting agendas. Manage department procurement card and process orders for Director. Manage Director tasks, signature requests, vacation requests, decisions, and reviews of key department documents. Support department meeting and event administration, scheduling and setup. Manage the annual milestone schedule and anticipate needs for future meetings and preparation activities. Perform a variety of independent research and report preparation. Prepare and coordinate all travel arrangements and expense reimbursements for the Director and Assistant Director. Prepare, review, and edit correspondence, memos, and reports for correct format. Implement improvements to department organization processes as it related to the management of the Director’s office. Review mail, assign to appropriate staff for action, and follow up on its disposition. Receive incoming customer calls or emails and bring issues to the attention of the Director. Minimum Qualifications Education:
Completion of high school or equivalent (General Education Development [GED] Test or California Proficiency Certificate) Experience:
Six (6) years of experience in clerical and secretarial work, including two (2) years providing individual support to an executive. 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; displays openness to other people's ideas and thoughts. Building Trust - Communicates an understanding of the other person's interests, needs and concerns; identifies and communicates shared interests and goals; identifies and communicates differences as appropriate; demonstrates honesty, keeps commitments and behaves in an appropriate manner. Computer Skills - experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel. Flexibility - Makes effective decisions and achieves desired results in the midst of major changes in responsibilities, work processes, timeframes, performance expectations, organizational culture, or work environment. 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. Reliability - Completes quality work assignments in a timely and efficient manner; fulfills responsibilities and maintains confidentiality as appropriate. Teamwork & Interpersonal Skills - demonstrates a positive attitude and flexibility along with the ability to develop effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
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