City of San Jose, CA
Administrative Assistant
City of San Jose, CA, San Jose, California, United States, 95199
Salary:
$79,388.40 - $96,532.80 Annually
Location :
San Jose
Job Type:
Full-Time
Job Number:
202300710
Department:
Housing
Opening Date:
10/10/2024
Closing Date:
10/23/2024 11:59 PM Pacific
Our diverse and inclusive workforce of more than 7,000 employees play a key role in the success of San Jos, the heart of the Silicon Valley. All City of San Jos employees work together as one team to make San Jos a vibrant, innovative, and desirable place to live and work. Visit to learn more about our One Team Leadership Values and Expectations, including quality and excellent customer service and
here
to learn more about San Jos.About the Department
The City of San Jos, 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, the City of San Jos is the center of cultural, government and economic activity for the region. The employees of the City of San Jos have embraced the following values: Integrity, Innovation, Excellence, Collaboration, Respect and Celebration. The City's Housing Department is seeking an individual whose values align with the values of the City's employees.
The City of San Jos Housing Department's mission is to strengthen and revitalize our community through housing and neighborhood investment.
Position Duties
This position, reports to the Senior Supervisor, Administration, this overstrength Administrative Assistant position will provide administrative support for three executive level positions and provide back up support for the Director of Housing. The ideal candidate will possess the most desirable combination of training, skills and experience, as demonstrated in past and current employment history. Duties of the position will include performing administrative and secretarial work in the Housing Department's Executive Office including:
Arranging and coordinating the calendar of the Assistant Director of Housing and two Deputy Director of Housing positions;Maintaining liaison functions with the administrative staff from the City Manager, Mayor and City Council offices.Tracking assignments on behalf of the Assistant Director of Housing and two Deputy Director of Housing positions to ensure deadlines are met;Interacting with management and executive level staff to follow-up on assignments;Coordinating multiple Executive calendars;Editing, composing, and preparing correspondence, memorandums, presentation materials, and other documents and work products;Establishing and maintaining various filing and records management systems;Other duties as required.
This is a temporary (Overstrength) position that is anticipated to be funded through June 30, 2025, subject to further extension as appropriate. If this position is not extended through the budget process, the City may seek to place you in other internal job opportunities based on your previous work experience.
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.
Minimum Qualifications
Education : Completion ofhigh school or equivalent (General Education Development (GED) Test or California Proficiency Certificate).
Experience : Six (6) years of progressively responsible experience in clerical and secretarial work, including two (2) years providing individual support to an executive.
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 Jos will not prepare or file a labor condition application with the Department of Labor.
Other Qualifications
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. Performs administrative and secretarial work requiring considerable discretion and independent judgement to ensure the efficient and effective functioning of the Housing Department's Executive Office.
Collaboration
- Develops networks and builds alliances; engages in cross-functional activities.
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.
Computer Skills
- Experience with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Excel,
Facilitation
- Exhibits behaviors and techniques that enhance the quality of group processes.
Initiative
- Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume responsibility and challenges; opportunities/challenges; pursues training/continuing education opportunities that promotes job performance.
Political Skill
- In taking action, demonstrates an understanding and consideration of how it will impact stakeholders and affected areas in the organization.
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.
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.
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 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 for 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 You will be able to view information based on different Sworn/Federated job classification.
In additional to the benefits above, there is an to 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.
01
Do you possess a high school diploma, G.E.D. or California Proficiency Certificate?
YesNo
02
Do you meet the minimum qualification of six (6) years of complex administrative support, including two years at a level comparable to that of Secretary or Principal Office Specialist with the City of San Jose or support of C-Suite Executives?
YesNo
03
Do you have at least two (2) years' experience providing administrative support to senior or executive level staff (i.e., C-Suite Executives)? If so, please specify the administrative support positions you have held in the last six years, your key job duties/responsibilities, and the number of years of experience you have.
04
Summarize your qualifications for this position, succinctly but thoroughly. Note this statement will act as the cover letter for your application.
05
What is your method for tracking assignments in a fast-paced environment? Do you have a follow-up process to track assignments?
06
Please indicate your level of proficiency and describe your experience with the Microsoft 365 Office Suite and other software.
Required Question
$79,388.40 - $96,532.80 Annually
Location :
San Jose
Job Type:
Full-Time
Job Number:
202300710
Department:
Housing
Opening Date:
10/10/2024
Closing Date:
10/23/2024 11:59 PM Pacific
Our diverse and inclusive workforce of more than 7,000 employees play a key role in the success of San Jos, the heart of the Silicon Valley. All City of San Jos employees work together as one team to make San Jos a vibrant, innovative, and desirable place to live and work. Visit to learn more about our One Team Leadership Values and Expectations, including quality and excellent customer service and
here
to learn more about San Jos.About the Department
The City of San Jos, 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, the City of San Jos is the center of cultural, government and economic activity for the region. The employees of the City of San Jos have embraced the following values: Integrity, Innovation, Excellence, Collaboration, Respect and Celebration. The City's Housing Department is seeking an individual whose values align with the values of the City's employees.
The City of San Jos Housing Department's mission is to strengthen and revitalize our community through housing and neighborhood investment.
Position Duties
This position, reports to the Senior Supervisor, Administration, this overstrength Administrative Assistant position will provide administrative support for three executive level positions and provide back up support for the Director of Housing. The ideal candidate will possess the most desirable combination of training, skills and experience, as demonstrated in past and current employment history. Duties of the position will include performing administrative and secretarial work in the Housing Department's Executive Office including:
Arranging and coordinating the calendar of the Assistant Director of Housing and two Deputy Director of Housing positions;Maintaining liaison functions with the administrative staff from the City Manager, Mayor and City Council offices.Tracking assignments on behalf of the Assistant Director of Housing and two Deputy Director of Housing positions to ensure deadlines are met;Interacting with management and executive level staff to follow-up on assignments;Coordinating multiple Executive calendars;Editing, composing, and preparing correspondence, memorandums, presentation materials, and other documents and work products;Establishing and maintaining various filing and records management systems;Other duties as required.
This is a temporary (Overstrength) position that is anticipated to be funded through June 30, 2025, subject to further extension as appropriate. If this position is not extended through the budget process, the City may seek to place you in other internal job opportunities based on your previous work experience.
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.
Minimum Qualifications
Education : Completion ofhigh school or equivalent (General Education Development (GED) Test or California Proficiency Certificate).
Experience : Six (6) years of progressively responsible experience in clerical and secretarial work, including two (2) years providing individual support to an executive.
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 Jos will not prepare or file a labor condition application with the Department of Labor.
Other Qualifications
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. Performs administrative and secretarial work requiring considerable discretion and independent judgement to ensure the efficient and effective functioning of the Housing Department's Executive Office.
Collaboration
- Develops networks and builds alliances; engages in cross-functional activities.
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.
Computer Skills
- Experience with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Excel,
Facilitation
- Exhibits behaviors and techniques that enhance the quality of group processes.
Initiative
- Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume responsibility and challenges; opportunities/challenges; pursues training/continuing education opportunities that promotes job performance.
Political Skill
- In taking action, demonstrates an understanding and consideration of how it will impact stakeholders and affected areas in the organization.
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.
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.
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 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 for 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 You will be able to view information based on different Sworn/Federated job classification.
In additional to the benefits above, there is an to 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.
01
Do you possess a high school diploma, G.E.D. or California Proficiency Certificate?
YesNo
02
Do you meet the minimum qualification of six (6) years of complex administrative support, including two years at a level comparable to that of Secretary or Principal Office Specialist with the City of San Jose or support of C-Suite Executives?
YesNo
03
Do you have at least two (2) years' experience providing administrative support to senior or executive level staff (i.e., C-Suite Executives)? If so, please specify the administrative support positions you have held in the last six years, your key job duties/responsibilities, and the number of years of experience you have.
04
Summarize your qualifications for this position, succinctly but thoroughly. Note this statement will act as the cover letter for your application.
05
What is your method for tracking assignments in a fast-paced environment? Do you have a follow-up process to track assignments?
06
Please indicate your level of proficiency and describe your experience with the Microsoft 365 Office Suite and other software.
Required Question