San Jose

Assist To The City Manager (Capital Budget Coordinator) - City Manager's Office

City Administration
South Bay
Until filled
$103,340.00-$160,867.00 Annually


200 East Santa Clara Street, San Jose, 95113


About the Position


The City Manager’s Office is recruiting for an Assistant to the City Manager position to serve as the City’s Capital Budget Coordinator.  This is an unclassified, salaried position, which means that the position is not part of the Civil Service system.  This management position is not represented by a bargaining unit.  This is a permanent at-will position with the City Manager’s Office reporting to the Deputy Budget Director.


Key Responsibilities

This position is responsible for the following:


  • Manages the capital budget process, including, but not limited to, budget development, revenue and expenditure tracking and monitoring, financial status reporting, and capital revenue forecasting for approximately 50 funds at a combined annual budget of approximately $1.3 billion.
  • Coordinates capital budget activities across all City departments, develops annual capital budget training manuals/instructions and leads city-wide trainings.
  • Working collaboratively with City departments, solves capital budget issues and oversees capital funds management for inclusion in various budget documents such as the Annual Report, Mid-Year Budget Review, City Manager’s Budget Request and Five-Year Forecast, Proposed and Adopted Capital Budget and Five-Year Capital Improvement Program.
  • Administers the Hyperion capital budgeting software system for the production of various Capital Program budget documents.
  • Leads the update and administration of the organization's Hyperion capital budgeting software system; researches and understands reporting requirements and ensures that systems are modified to meet these requirements; establishes best practices for system use, and ensures that these practices are used throughout the organization; and trains departmental staff as needed.
  • Coordinates memorandum review activities and provides staff support for budget/fiscal implications for all City Council memoranda.
  • Monitors economic-sensitive information affecting City capital funds.
  • Serves as a liaison for capital budget issues for various workgroups/committees.
  • Effectively supervises and motivates a team of Budget Office staff to ensure timely and accurate completion of assignments. 
  • Ensures alignment of the Capital Program with City Council priorities, policies, and budget principles and City Manager directives and budget guidelines.
  • Authors, reviews, and edits budget documents, reports, memoranda and briefing materials.
  • Studies City organizations, operations and services to make recommendations to improve quality and effectiveness of service delivery. 
  • Completes high-level special projects.
  • Resolves and facilitates major issues which are confidential, controversial or of major significance to the organization.
  • Represents the Budget Office or City Manager’s Office as assigned at public events including community groups, City Council sessions, Committee meetings, and Planning Commission budget review. 




Ideal Candidate

Minimum Qualifications:

A Bachelor’s degree from an accredited college or university in public administration, business administration, or a discipline related to the business performed by the department, AND six (6) years of increasingly responsible management and/or administrative experience in government or private business/industry.


A Master’s degree is preferred and may be substituted for one (1) year of the required experience.


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 José will NOT sponsor, represent, or sign any documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application.


Desired Qualifications:

The successful candidate will have strong analytical, organizational, writing and verbal skills, enjoy handling multiple assignments simultaneously, and work well under pressure within tight deadlines.  During certain portions of the year, long hours will be required to meet budget document publication deadlines.  The ideal candidate will possess the most desirable combination of training, skills, and experience, as demonstrated in past and current employment history. 


Desirable experience, knowledge and skills for this position include:

  • Two or more years of experience supervising professional staff is highly desirable.
  • Knowledge of the theory, principles and practices of governmental budgeting and finance as well as supervision and personnel management
  • Knowledge of City of San José’s policies and procedures, including very complex laws, regulations, rules and practices pertaining to the City’s administrative processes, or the ability to quickly acquire this knowledge
  • Ability to lead Budget Office staff in the development of major Budget Office work products
  • Ability to leverage software, particularly MS Excel, to analyze large volumes of data to identify problems and develop solutions
  • Ability to understand the principles of the City’s Hyperion budgeting platform and how the system’s attributes can be best leveraged to serve the needs of the City of San Jose’s budgeting practices
  • Ability to understand and quickly identify key issues related to decisions and recommendations, to make recommendations in difficult and complex situations, and to develop consensus
  • Ability and willingness to dig into the details, both financial and policy-related, to ensure recommendations and work products are delivered with a high degree of accuracy
  • Ability to manage multiple projects with short deadlines, while preserving a high quality of work
  • Ability to work under pressure in a fast-paced environment
  • Effective communicator and presenter who is persuasive, straightforward, and proactive in addressing and responding to sensitive issues
  • Ability to stimulate and motivate individuals and groups to achieve desired goals
  • Politically astute with a commitment to the City organization and community
  • Strong computer and writing skills
  • High energy and enthusiastic individual who displays a positive can-do attitude and is committed to high customer service standards

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 candidates with experience and training that best match the position will move forward to the next phase of the selection process, which will include interview(s) and reference checks.




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.   




  1. Describe your experience working in local government(s), including your level of experience working with Executive Management, government bodies and/or City Councils, and the community.
  2. Describe your experience with developing and monitoring operating and capital budgets as well as revenue forecasting.
  3. Describe a complex public policy and/or public project that you were involved with, your specific role, and the outcome.
  4. Describe your level of experience with overseeing the development of major work products that require coordination amongst various individuals, departments, and/or outside agencies.
  5. Describe your experience with direct and/or indirect employee supervision, including the approaches used to train, motivate, and inspire staff, while ensuring strong staff work products and customer service levels.




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.


If you have questions, comments or concerns about the recruitment, selection or hiring process, please contact Kate Handford at (408) 535-8112, or by e-mail at