Senior Supervisor, Administration

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 Housing Department's mission is to strengthen and revitalize our community through housing and neighborhood investment.

Since the Department was established in 1987, it has been a leader in affordable housing financing. It has provided funding that has helped create more than 21,000 new housing opportunities for San José residents. The Housing Department has an operating budget of approximately $19 million and 112 employees. The Housing Department is committed to creating and supporting a diverse work environment with a staff that values inclusion.

Position Duties

The Housing Department is currently seeking to fill a full-time Senior Supervisor, Administration position. Reporting to the Director, the position oversees the administration of the executive administrative and clerical staff ensuring efficient daily operations and communication in support to the Director’s Office, which includes the Director, three Deputy Directors, the Assistant to the Director, the Senior Supervisor, Administration and the Administrative Assistant. The Senior Supervisor, Administration has frequent interactions with other City departments and the City Manager’s and Mayor’s Office.

Strong organizational, communication, and customer service skills are essential to support the efficient operation of the executive office.

Responsibilities include but are not limited to:

• Supervise day-to-day operations of the executive administrative and clerical team.
• Maintain a high level of professionalism and confidentiality, and appropriately handle sensitive information.
• Prioritize and assign work, conduct performance evaluations, and ensure staff are trained.
• Make hiring and promotion recommendations, and any other recommendations related to the change in status of employees.
• Coordinate schedules, manage correspondence, and prepare a variety of documents.
• May represent the Department and City at committees, meetings, conferences, and other related events.
• Interpret City or departmental ordinances, regulations or policies as required for the completion of tasks.
• Work with a variety of agencies, other departments and the public to research and communicate information.
• Handle complex or difficult situations encountered by administrative and clerical staff.
• Utilize a wide variety of computer applications such as MS Word, Excel, Outlook, Teams and Zoom.

SALARY

Senior Supervisor, Administration: $93,933.84 - $114,179.52 annually

This salary range includes an approximate five percent (5%) ongoing non-pensionable compensation. Actual salary shall be determined by the final candidates’ qualifications and experience.

Minimum Qualifications

Education: Two (2) years of undergraduate course work from an accredited college or university (equivalent to at least 60 semester units or 90 quarter units)

Experience: Four (4) years of experience in varied office clerical work. The four years of experience must include two years of experience at the level of Senior Office Specialist or above including lead responsibility (must be customer service experience if supervising a clerical function involving primarily customer service).

Acceptable Substitutions: Additional experience at the level of Senior Office Specialist or above may be substituted for the education requirement on a year-for-year basis.

Other Qualifications

Competencies

The ideal candidate will possess the following competencies, as demonstrated in past and current employment history.

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 and 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

Teamwork and Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.

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

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.

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.

Additional Desirable Qualifications

• Ability and experience providing administration of an executive office.
• Thorough knowledge of the City’s methods and procedures utilized in the specific area being supervised.
• Ability to handle difficult customers with poise and professionalism and resolve conflict or complaints.
• Knowledge of City departments, City Council and City Manager’s Office.
• Knowledge of the effective uses of computer equipment, databases, and various software programs.

Selection Process:

The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to all the job specific questions. 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. Only those candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews.

You must answer all questions to be considered or your application may be deemed incomplete and withheld from further consideration.

If you have questions about the duties of this position, the selection or hiring process, please contact Amy Ruiz at amy.ruiz@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 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.

Closing Date/Time: 5/9/2025 11:59 PM Pacific

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• City of San Jose

• 408-535-1285

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