Council District 3 Office – Executive Assistant (Unclassified)

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. Visit here to learn more about our One Team Leadership Values and Expectations, including quality and excellent customer service and here to learn more about San José.

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. If you need assistance or an accommodation due to a disability, please contact us at 408-535-1285, 711 (TTY) , or via email at CityCareers@sanjoseca.gov .

About the Department

The City of San José, the Capital of Silicon Valley, is one of the nation's best managed cities and one of the top ten cities in which to live, work and do business. Moreover, San José is the center of cultural government and economic activity for the region. The employees of the City of San José have embraced the following values: Integrity, Innovation, Excellence, Collaboration, Respect and Celebration.

The San José City Council consists of ten Councilmembers elected by district and a Mayor elected at-large, each for four-year terms. The Mayor and Council are responsible for representing the residents of San José, providing accountability, reviewing public policy and programs, and adopting those policies which best meet the needs of the residents, visitors, and businesses in San José.

Councilmember-Elect Anthony Tordillos of District 3 Council Office is recruiting for an Executive Assistant. This position reports to the Chief of Staff. The focus of this position is on performing various office administrative functions of considerable difficulty and ensuring effective office management for Council District 3 Office. Given the nature of the Office's work, this position requires excellent verbal and written communication skills, excellent computer skills, and the ability to handle confidential and sensitive information with a high level of ethics and integrity.

The Executive Assistant is an integral link between Councilmember and her Mayor and City Council colleagues, City Administration, and the District 3 Community. The Executive Assistant must demonstrate excellent communication skills, a strong work ethic and a dedication to public service.

The total salary range for Executive Assistant classification is $ 83,450.64 - $109,898.88. This amount includes an approximate five percent (5%) ongoing non-pensionable pay. The actual salary shall be determined by the final candidates’ qualifications and experience.

Position Duties

The position requires an employee with strong and effective organizational skills; ability to handle multiple, competing assignments; excellent written and oral communications skills, and the ability to develop and maintain effective and collaborative working relationships with community members and neighborhood organizations, key stakeholders, and city staff.

Employees in this classification are not members of the classified civil service and appointment would be on a contract “at-will” basis and is for a specified period of time to be determined by the appointing elected official and does not extend past the end of the elected official's term. Candidates must be willing to work a flexible schedule as needed, including frequent evenings and weekends and as exempt management employees, are not eligible for overtime compensation. This unclassified position requires a disclosure of outside investments, real property interest, income and business positions.

Some of the duties of the position include:

• Supporting the Councilmember by managing calendar, email, and phone calls.
• Ensuring timely filing of required governmental disclosure forms.
• Developing and administering internal office processes and procedures to ensure accuracy, efficiency and timeliness of project completion.
• Managing office administrative projects that involve report running, data entry, and analysis in a Salesforce database and with Excel.
• Answering the main telephone line, responding to inquiries and questions directed to Council District 3.
• Managing Council District 3 email account.
• Drafting office reports and correspondence, proofreads and edits for grammar, punctuation, spelling, format, and clarity.
• Gathering, organizing and evaluating data related to specific issues, programs or projects.
• Managing grant requests and processing.
• Office personnel administration and participation in budget preparation and administration. Prepares and monitors
• expenditures, contracts, and payments.
• Other office administrative functions as assigned such as filing, ordering supplies, processing incoming and outgoing
• Mail, assisting with meeting set-up, and coordinating office travel and conference/training registrations.

Minimum Qualifications

Any combination of training and experience equivalent to:

Education: Associate of Arts degree from an accredited college in business or closely related field plus five (5) years of progressively responsible work experience in the business field and/or office management.

Experience: Five (5) years of progressively responsible work experience in the business field and/or office management.

Required Licensing: Possession of a valid California Driver’s license is required.

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 H1-B or any other type of visa which requires an employer application.

Competencies:

The ideal candidate will possess the most desirable combination of training, skills, and experience, which will allow him or her to serve as a member of the District 3 Team. Desirable experience, knowledge and skills for this position include:

• Ability to handle multiple tasks in a fast-paced work environment with changing priorities and deadlines.
• Communication Skills - communicates and listens effectively and responds in a timely, effective, positive and respectful manner; written reports and correspondence are accurate, complete, well-organized, legible, concise, neat, and in proper grammatical form.
• Software skills - extensive experience and facility with the Microsoft Office, especially outlook — both email and calendar, Word, and Excel is required. Experience
• Customer Service - approaches problem-solving while focusing on customers (residents and constituents) first; advocates from customer’s point of view; demonstrates the ability to anticipate customers' needs and delivers services effectively and efficiently in a timely, accurate, respectful and friendly manner.
• Initiative - exhibits self-directed, resourceful and creative behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility or workload and accept challenges; pursue continuing educational opportunities which promote enhanced job performance.
• Maintaining personal Credibility/Meeting Ethical Standards - When confronted with ethical dilemmas, acts in a way that reflects relevant law, policy and procedures, agency values, and personal values.
• 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.
• Knowledge of public information, media relations, and community outreach skills is a plus.
• 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 the City of San Jose, city government functions and the city council legislative process.

Other Qualifications

Selection Process:

The selection process will consist of an evaluation of the applicant's training and experience based on the application, resume, cover letter, and answers to the job-specific questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional steps of the selection process may consist of one or more interviews.

To be considered for this position, you must fill out the online application and answer the job-specific questions on the City of San Jose website and submit the following:

• Cover Letter
• Resume

You will be prompted to answer the following job-specific questions during the online application process:
QUESTION 1* - Why do you want to work for the District 3 Council Office?

QUESTION 2* - This role will require several types of written policy communication (Memoranda, Policy Briefs, Social Media copy etc.) in order to articulate the Councilmember’s positions and plans. Can you briefly describe your history of writing reports, memoranda or other communications for managers or elected officials?

QUESTION 3* - Describe your experience in working with staff, customers, or constituents on behalf of a manager, supervisor, or elected official.

QUESTION 4* - If you could solve one problem facing San Jose, what would it be and why?.

QUESTION 5* - Please describe a specific policy area or problem of personal interest. Briefly summarize a white paper or research report in this problem area that you found particularly compelling and why.

* Required Question

Additional Information
If you have questions about the duties of these positions, the selection or hiring processes, please contact charulatha.thiyagarajan@sanjoseca.gov.
This posting/recruitment will remain open until vacancy is filled. Applications are reviewed continuously; therefore, we encourage applicants to apply as soon as possible.

Additional Information:

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 H1-B or any other type of visa which requires an employer application.

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. Applicants are expected to write their own essays/responses. Please be advised that use of AI content in your responses may result in your removal from the hiring process.

Please note that applications are currently not accepted through CalOpps or any other third party job board application system.

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.

Please allow adequate time to complete the application and submit before the deadline or the system may not save your application. If your online application was successfully submitted, you will receive an automatic confirmation email to the email address you provided. IF YOU DO NOT RECEIVE THE CONFIRMATION, please email CityCareers@sanjoseca.gov and we will research the status of your application.

The City of San Jose offers a wide range of core health benefits including Medical, Dental, Vision, Employee Assistance Program, Life Insurance, Disability, and Savings Plans. Please visit the City's benefits pagefor detailed information on coverage, cost, and dependent coverage.

For information on the City’s Retirement Plan(pension for full-time employees), please visit the Office of Retirement Services website. You will be able to view information based on different Sworn/Federated job classification.

In additional to the benefits above, there is an additional perks siteto explore further benefits of working for the City of San Jose like paid leave, educational reimbursements, and holiday pay are specific to the job classification and union membership.

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• City of San Jose

• 408-535-1285

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