Program Manager - Department of Finance

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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 Finance Department is seeking to fill one (1) highly qualified Program Manager to lead the Fiscal Recovery and Grants Management unit within the Accounting Division. If you are interested in this position, please apply!

The mission of the Finance Department is to strategically manage the City of San José’s financial resources in a transparent and accountable manner for the benefit of all stakeholders.
The Finance Department has five core divisions:

• Accounting
• Administration
• Debt & Treasury Management
• Purchasing & Risk Management
• Revenue Management

The Finance Department works in partnership with the departments of Human Resources, Information Technology, and Public Works as the City’s Strategic Support City Service Area to effectively develop, manage, and safeguard City fiscal, physical, technological, and human resources to enable and enhance the delivery of City services and projects. The Finance Department has a $26.8 million operating budget and 127 budgeted full-time equivalent (FTE) positions.

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Position Duties

The essential duties of this Program Manager position include the following:

• Design, implement, and maintain a City-wide grants management system and database; create visual presentations of composite data; and perform comparative analyses of fiscal and operational performance data.
• Develop and manage City-wide grants policies and procedures and provide oversight and guidance for Department grants staff on grants administration and management processes.
• Develop and update a quarterly report regarding City-wide grants activity and funding status.
• Continually conduct research for new grant funding sources. Provide timely advice and information on grant funding opportunities, requirements and procedures.
• Facilitate City-wide grant management meetings and training, and establish strong favorable relationships with grant writers, administrators and managers City-wide.
• Coordinate grant writing and submission with City departments; manage, monitor, and track grants performance and expenditure data to ensure compliance with grantor requirements; maintain reporting schedules; and monitor grant balances and provide reports.
• Develop and write City-wide grant applications, and complete financial and reporting requirements of awarded grants that span multiple City departments, including disaster grant funding received by the City.
• Review and evaluate grant proposals while ensuring the City’s ongoing compliance with all federal, state, and local grant requirements.
• Provide assistance and guidance in resolving issues and conflicts with grant funding agencies. Track and respond to grantor inquiries.
• Perform related work, such as developing grants-related Council memoranda and presentations, as required.
• Supervise subordinate supervisory and professional staff, including hiring, onboarding, training, performance evaluation, discipline, and assigning work responsibilities.
• Plan, implement, and manage departmental programs and operations, ensuring efficient utilization of resources; develop and execute work plans and process improvements; analyze program operations to improve efficiency and effectiveness.
• Administer the program budget, including development, implementation, expenditure tracking, and revenue monitoring.
• Conduct outreach and public engagement efforts to inform the community and stakeholders about programs and services.
• Establish and implement goals, objectives, and operating guidelines to ensure effective program delivery and compliance with policies and procedures.
• Represent the program area to outside agencies and professional associations; foster positive working relationships through coordination with other governmental agencies, nonprofits, and businesses.
• Provide conflict resolution and respond to stakeholder inquiries.
• Negotiate, execute, and administer contracts and agreements with vendors, agencies and contractors in compliance with City procedures.
• Advise and support program supervisors, coordinators, and staff, providing expertise in programmatic and operational areas.
• Lead the implementation or upgrade of the grants management software as part of the City’s Enterprise Resource Planning (ERP) system, as needed.
• Coordinate the development and maintenance of the Citywide grants inventory listing and support the preparation of the Single Audit, including collaboration with departments and external auditors.
• Perform other related duties as assigned.

Minimum Qualifications

Education and Experience

Bachelor’s degree in a closely related field AND five (5) years of directly-related experience, including two (2) years of supervisory experience.

Exception (for Program Managers working in trade units only)

Education and Experience

Bachelor’s degree in a closely related field and five (5) years of directly-related experience, including two (2) years of supervisory experience. Acceptable Substitution: Additional years of directly-related experience may be substituted for the bachelor's degree requirement on a year-for-year basis.

Required Licensing

Some positions may require licensing

Other Qualifications

Basic Competencies

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. Effectively communicates complex regulatory and financial information to diverse audiences, including internal stakeholders, auditors, granting agencies, and City leadership. Experience with grants management systems (e.g., eCivis, WebGrants, or similar platforms) is preferred.

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.

Decision Making- Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions.

Fiscal Management - Understands the relationship of the budget and resources to the strategic plan; complies with administrative controls over funds, contracts, and procurements.

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 promotes job performance.

Leadership - Leads by example; demonstrates high ethical standards; remains visible and approachable and interacts with others on a regular basis; promotes a cooperative work environment, allowing others to learn from mistakes; provides motivational supports and direction.

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.

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. You must answer all the following supplemental questions to be considered or your application may be deemed incomplete and withheld from further consideration. 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.
If you have questions about the duties of these positions, the selection or hiring processes, please contact Michelle Harrison at michelle.harrison@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: 7/18/2025 11:59 PM Pacific

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• City of San Jose

• 408-535-1285

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