Administrative Officer Department of Finance

THE FINANCE DEPARTMENT
The Finance Department mission is to manage, protect and report on the City of San José’s financial resources to enhance the City’s financial condition for residents, businesses and investors. The Finance Department has four core divisions:

• Accounting, including City-wide Emergency Operations Center Fiscal Recovery
• Debt & Treasury Management
• Purchasing & Risk Management
• Revenue Management

The Finance Department works in partnership with the departments of Human Resources, Information  Technology, and Public Works as the Strategic Support City Service Area to effectively develop, manage and safeguard City fiscal, physical, technological and human resources to enable and enhance the delivery of City services and projects. The Finance Department has a $22.5M operating budget and 127.99 budgeted full-time equivalent positions.

THE POSITION
Under general direction with three direct reports and a total team of four, the Administrative  Officer is responsible for managing administrative functions in support of the Finance Department’s business operations, including general office administration, personnel administration (such as hiring, employee safety, training, benefits, employee relations), budget, fiscal and organizational analysis. Additional administrative functions may include customer service, records management, mail delivery, storage of supplies, equipment servicing, contract and grant administration, or processing documents such as permits, purchase orders, etc. Responsibilities include providing direction to supervisory, professional, technical, and clerical support staff, interfacing with governing bodies such as the City Council, administering operations in compliance with very complex laws, regulations and rules, and providing data and analysis on which management bases major strategic decisions.  The Administrative Officer is a member of the Finance Department senior leadership team, consisting of the Director, Assistant Director and four (4) Deputy Directors.

THE IDEAL CANDIDATE
The City of San José’s Finance Department is a tight-knit, hard-working and energetic team. The Department is looking forward to refreshing its department culture and team building initiatives as the City emerges from the intense COVID-19 pandemic era. The Finance Department is seeking an exceptional project manager who is results-oriented, organized and thrives in a fun and fast paced environment.

The ideal candidate will be strategic, forward-thinking and able to set priorities. This person will be hands on with the work, organized and able to keep others on track and focused on timelines. This person will have good judgement, make appropriate decisions, and be composed and confident when interacting with others.

The top areas of focus for the next Administrative Officer will be:

• Management – Manage the Administrative tasks and processes for the Department
• Budgeting – In collaboration with the Budget Office, manage the Finance Department’s budget throughout the year to ensure expenditures remain on track.
• Procurement and Contracts – Ensure Department procurement processes and contracts are managed appropriately
• Employee Engagement – Facilitate Department team building and staff recognition, training, attraction and retention efforts

The ideal candidate will be someone who takes initiative, follows through on work and can complete assignments on time. The ideal candidate will also bring a combination of fiscal budgeting experience with personnel management experience.

Education and Experience

• Bachelor’s Degree in business administration, public administration or a related field and six (6) years of increasingly responsible experience in business management and/or administration, including at least two (2) years of experience supervising professional staff.
• Candidates should have in-depth experience working with department budgets, spreadsheets and composing and editing written reports.
• Fluency in Microsoft Office is required.
• Experience with personnel development is a plus.

Per the City’s COVID-19 Mandatory Vaccination Policy, the City requires all employees starting on or after February 11, 2022 to provide proof of vaccination as a condition of employment absent a documented medical and/or religious exemption approved by the City. Proof of vaccination means that employees are required to be “up-to-date” with regards to the COVID-19 vaccine. Consistent with the Santa Clara County Public Health Order issued on December 28, 2021, “up-to-date” means that an employee is not only“fully vaccinated,” but has also obtained any booster doses of a COVID-19 vaccination for which they are eligible, within 15 days of first becoming eligible.

HOW TO APPLY
Resumes and required cover letters will be reviewed as applications are received. Please apply on-line immediately at
www.allianceRC.com. For questions, inquiries or candidate recommendations, please contact:
Sherrill Uyeda or Cindy Krebs
ALLIANCE RESOURCE CONSULTING LLC
Telephone: (562) 901-0769
Email: suyeda@alliancerc.com or ckrebs@alliancerc.com
https://www.linkedin.com/company/alliance-resource-consulting
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. The City of San José is committed to offering reasonable accommodations to job applicants with disabilities.