San Jose

Executive Analyst I/II (Grants Management Coordinator) - Finance Department (19945109)

South Bay
12/18/2019 at 11:30pm
$67,256.31-$91,768.96 Annually


201 West Mission Street San Jose, 95110


About the Office:
The City Manager’s Office provides strategic leadership which supports the Mayor and City Council while motivating the organization to deliver high quality services that meet the community's needs.

The City Manager’s Office of Emergency Management (OEM) is responsible for preparing the City and the community to effectively respond to natural, technological and human-caused disasters while coordinating with the Santa Clara County Operational Area, the State of California Governor’s Office of Emergency Services and Federal Emergency Management Agency (FEMA).  Maintenance and activation of the Emergency Operations Center and the Emergency Operations Plan are primary tools utilized by OEM.  OEM provides disaster planning, training, and recovery assistance to City departments, including state-mandated Standardized Emergency Management System (SEMS) classes for the Emergency Operations Center staff and elected officials.  OEM also monitors state and federal legislation that directly impacts the provision of emergency services to the community.  
The Office of Emergency Management is seeking an energetic, well focused, and detailed oriented applicant.  Under general supervision, the applicant will be responsible for the management of all state and federal grant activities for OEM.  Performs additional work as required.

 Typical Duties:   

  • Manage the grant proposal and award processes for multiple Federal and State Emergency Operations grants
  • Manage the grant review and execution processes in coordination with the San José Fire Department, San José Police Department, City Attorney, and City Council.
  • Participate in multiple County and State grant-related meetings as the representative of the City of San José
  • Manage grants accounting processes and expenditure and revenue tracking including grant adjustment processes
  • Manage grant equipment purchasing and inventory
  • Provide purchasing services utilizing a City Procurement Card for eligible grant procurements
  • Manage City-issued Procurement Card, including statement preparation and submission
  • Manage grant program deliverables generated by grant-funded labor for submission to applicable grant programs, including plans, policies, procedures, tools and processes developed using grant funding and other grant reporting requirements
  • Manage grant reimbursement requests on a quarterly basis for submission to applicable grant programs
  • Manage grant management audits and monitoring visits and grant inventory preparation, as directed
  • Performs other emergency management activities as needed
  • This position responds to activations of the Emergency Operations Center.

Distinguishing Characteristics:

This position requires someone with the ability to work both independently and interdependently to ensure work is completed in an accurate, and timely fashion.


The successful candidate will possess the ability to demonstrate the principles of effective written communication and knowledge of the administrative process within a governmental organization.  The candidate must also be able to coordinate with internal and external agencies to achieve a shared goal, and maintain records and controls. 


This position responds to activations of the Emergency Operations Center, and therefore must be available to report to duty at any time, including nights and weekends.

Ideal Candidate

Minimum Qualifications:

Executive Analyst I

Any combination of training and experience equivalent to: Successful completion of a Baccalaureate Degree from an accredited college or university in business or public administration, or a closely related field, or four years as a Staff Technician with the City of San José.


Executive Analyst II

Any combination of training and experience equivalent to: Successful completion of a Baccalaureate Degree from an accredited college or university in business or public administration, or a closely related field, and two years of increasingly responsible professional staff analytic or administrative experience at the level of Analyst I with the City of San José.


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 H1B or any other type of visa which requires an employer application.


Core Competencies:

The ideal candidate will possess the following competencies, as demonstrated from 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.
  • 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
  • Analytical Thinking – Approaching a problem or situation by using a logical, systematic, sequential approach.
  • Fiscal Management – Understands the relationship of the budget and resources to the strategic plan; complies with administrative controls over funds, contracts, and procurements.
  • Collaboration – Develops networks and builds alliances; engages in cross-functional activities.
  • Computer Skills – Experience with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access and MS Excel
  • 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.
  • Teamwork & Interpersonal Skills – Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
  • 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.


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, and may include a practical exercise.  The first round of review will begin November 28, 2019 at 11:59 pm.


To be considered for this position, you must fill out the online application available on the City of San José website.  As part of this process, you will be required to answer Job Specific Questions.


You must answer all of the supplemental questions and complete the Education/ Work History section of the application in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.  Please note that references to a resume will be deemed incomplete and your application withheld from further consideration.


You will be prompted to answer the following Job Specific Questions during the online application process.


Job Specific Questions:


1.       Please indicate how you meet the minimum qualifications for this position.

☐   Bachelor Degree from an accredited college or university

☐   Four years as a Staff Technician with the City of San Jose


2.       Please tell us about any experience you have working in a complex and constantly-changing work environment--where your priorities may change from day to day or within the same day?     


3.       Do you have  experience working with a federal grant program(s)? If yes, please describe your role and responsibilities.  If no, please describe your transferable experience, knowledge, skills, or abilities that would enable you to meet this required job skill.  


4.      Please describe your experience in managing a fiscal program and the types of activities that were involved.  


5.      Please tell us about an instance of how you’ve managed a challenging situation with a colleague that you needed a work product from and the outcome.  


6.      Please describe your experience with purchasing in a municipal agency. If you have no experience, please describe any transferable experience


7.      What are the five most important work values that you would bring to this position and provide an example of how you’ve demonstrated each in prior position.  



If you have questions about the duties of these positions, the selection or hiring processes, please contact Jessica Lowry at (408) 535-8148 or by email at