Please note that applications are currently not accepted through CalOpps or any other third party job board application system. To apply, applicants must complete an application via the City of San Jose’s website at www.sanjoseca.gov/citycareers.
The actual salary shall be determined by the final candidate’s qualifications and experience. In addition to the starting salary, employees in the Administrative Officer (AO) classification shall also receive an approximate five percent (5%) ongoing non-pensionable compensation pay.
The Administrative Officer of the Information Technology Department (IT AO) reports directly to the Chief Information Officer and serves as a member of the IT Executive Staff. The AO is responsible for leading all administrative functions of the department—fiscal, personnel, records, audit coordination, and liaising with departments on Citywide Strategic Support items. The position currently leads seven employees, along with a varying number of temporary staff and interns. The position’s priority ongoing duties include:
- Personnel—Ensuring and supporting a superior IT work environment through recruitments; employee onboarding/offboarding; employee development and performance management (appraisals, investigations, discipline); timekeeping; and employee safety/wellbeing programs.
- Budget—Preparing, validating, monitoring, and managing the department’s budget, updates, reports, and performance measures. Working with the CIO to evaluate Citywide IT requests.
- Accounting—Managing departmental expenditures, billing/charge-backs, procurements, contracting, travel reimbursements, and adherence to City financial policies and procedures.
- Projects—Lead and support departmental and City initiatives connected to information and communications technologies, as well as improvements to administrative services.
The ideal candidate demonstrates excellent communication and interpersonal skills, effectively handles challenging personnel issues, and has strong decision-making and strategic planning abilities. They must communicate expertly in written and verbal forms with all levels of the organization—e.g., drafting Council Memos, policies, and audit responses, and communicating those to stakeholders. Given a broad portfolio of responsibilities, the AO must also be able to independently prioritize assignments and interruptions to meet administrative and project deadlines in a highly technical environment.
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.
Competencies
The ideal candidate will possess the following competencies, as demonstrated in past and current employment history. Desirable competencies for this position include:
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 and experience using PeopleSoft, FMS, Taleo, Hyperion, and SolarWinds.
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.
Fiscal Management – Understands the relationship of the budget and resources to the strategic plan; complies with administrative controls over funds, contracts, and procurements.
Analytical Thinking – Approaching a problem or situation by using a logical, systematic, sequential approach.
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.
Management – Evaluates priorities to ensure the 'true' top priorities are handled satisfactorily; sets clear goals for the employees and the work unit.
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.
Project Management: Ensures support for projects and implements agency goals and strategic objectives.
Selection Process
The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Job Specific Questions. Only the 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, one of which may include a practical/writing exercise.
You will be prompted to answer the following job-specific questions during the online application process. Please note that there is a 4,000-character limit, including spaces, for each text response.
- Detail your experience in Personnel Management—e.g., recruitments; employee onboarding/offboarding; employee development and performance management; timekeeping; and employee safety/wellbeing programs.
- Detail your experience in City Budgeting—e.g., preparing, validating/evaluating, monitoring, and managing a department’s budget; updates and reports; and performance measures.
- Detail your experience in Accounting—e.g., managing expenditures, billing/charge-backs, procurements, contracting, travel reimbursements, and adherence to policies and procedures.
- Detail your experience in Projects Management—e.g., leading and supporting change initiatives, as well as improvements to administrative services.
You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. In addition, please attach your resume and a writing sample such as a Council memo, program report, strategic planning document, etc. that you prepared, as part of the application process. If you have questions about the duties of these positions, the selection or hiring processes, please contact Jun Kim at jun.kim@sanjoseca.gov.
