Council District 3 Office â Executive Assistant (Unclassified)
Council District 3 Office â Executive Assistant (Unclassified)
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$ 83443 - 109894
1 Vacancy
Job Description
Our diverse and inclusive workforce of more than 7000 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.Visithere to learn more about our One Team Leadership Values and Expectations including quality and excellent customer service and hereto learn more about San Jos.
The City of San Jos 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 statusor any other consideration made unlawful under any federal state or local laws. The City of San Jos 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 711 (TTY) or via email at .
About the Department
The City of San Jos the Capital of Silicon Valley is one of the nations best managed cities and one of the top ten cities in which to live work and do business. Moreover San Jos is the center of cultural government and economic activity for the employees of the City of San Jos have embraced the following values: Integrity Innovation Excellence Collaboration Respect and Celebration.
The San Jos 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 Jos providing accountability reviewing public policy and programs and adopting those policies which best meet the needs of the residents visitors and businesses in San Jos.
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 Offices 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 $ 83450.64 - $109898.88. 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 officials 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 Drivers 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 customers 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 applicants 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 OfficeQUESTION 2* - This role will require several types of written policy communication (Memoranda Policy Briefs Social Media copy etc.) in order to articulate the Councilmembers 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
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 acceptedthrough 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.
Employment Type
Full-Time
