Principal Office Specialist - Police Department Reserves Unit

Job Description

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 San José Police Department is dedicated to providing public safety through community partnerships and 21 st Century Policing practices, ensuring equity for all. The Department is committed to treating all of San Jose’s diverse community members with dignity, fairness, and respect, while protecting their rights and providing equal protection under the law.

Position Duties

The San Jose Police Department is seeking to fill a vacancy for a Principal Office Specialist position in the Reserves Unit.

This position will primarily provide clerical and administrative support to the Reserve Director. The ideal candidate will possess a high level of professionalism, requires exceptional verbal and written communication skills, excellent computer skills and the ability to handle confidential and sensitive information with a high level of ethics, integrity, and a supreme work ethic.

DUTIES AND RESPONSIBILITIES :

• Manage and coordinate the Reserve application process. The process includes but is not limited to: review applications, schedule testing dates, coordinate requirements to be completed with the Background Unit, set up hiring orientation, assisting with oath of office, equipment coordination with Central Supply/Range.
• Assist the Reserve Director with administrative duties.
• Work on personnel issues, P.O.S.T. requirements, attending meetings and training sessions and other special assignments as needed.
• Complete Resignation/Retirement paperwork with P.O.S.T and City
• Assist with coordination of background investigations of Reserve applicants.
• Review and make hiring recommendations to the Director once Background process is complete.
• Maintain records of applicants and backgrounds assigned.
• Upgrade office procedural manuals.
• Monitor Reserve CPT/Training attendance.
• Log all Reserve events into the computer on a monthly basis.
• Track Range qualifications/CPT Courses.
• Assist in scheduling volunteer events/unit calendar.

Minimum Qualifications

Education and Experience

Completion of high school or equivalent (General Education Development [GED] Test or California Proficiency Certificate) AND three (3) years of experience in varied office clerical work.

Acceptable Substitution

A bachelor’s degree from an accredited college or university may be substituted for the required experience.

Background
Submit to a personal background investigation as required by the Police Department.

Other Qualifications

Competencies
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.

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 - Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.

Customer Service - Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.

Multi-Tasking - Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s).

Teamwork & Interpersonal Skills - Build and maintain effective working relationships with co-workers, supervisors, and other PD units, including Central Supply, the Range, Fiscal, OSSD, and the City Manager and Clerk’s offices. Demonstrates teamwork by assisting others, collaborating to achieve shared goals, and effectively resolving conflicts.

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.

Initiative -Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promote job performance.
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 may consist of one or more interviews and a background investigation.

You will be prompted to answer the following job-specific questions during the online application process. Please note that there is a 4,000-character limit , including spaces, for each text response.

- Please describe your work experience which best qualifies you for this position. Include the position(s) you have held, dates of employment, and your specific responsibilities.

- Describe your experience handling highly confidential information including the nature of the information and the steps you took to maintain confidentiality.

- Describe your customer service experience with the public and department members of all levels/rank. Please include your position and role, type of contact (in person, phone, email) and frequency (daily, weekly, as needed).

You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.
If you have questions about the duties of these positions, the selection or hiring processes, please contact Alexandria Rodriguez at Alexandria.Rodriguez@sanjoseca.gov .

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 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.

AI and the Hiring Process

We recognize that Artificial Intelligence (AI) is becoming part of daily life and can be a valuable tool for learning, research, and professional growth. We encourage candidates to use AI responsibly as a support in preparing application materials, live assessments, and interviews. However, we value authenticity, accuracy and truthfulness. Application responses and interview answers must reflect your own knowledge, skills, and experiences. While AI can supplement preparation, it cannot replace the originality and judgment we look for in our employees. This ensures fairness, transparency, and equity for all applicants in the hiring process.

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.

Closing Date/Time: 11/19/2026 11:59 PM Pacific