Administrative Officer

City of San Jose , California

Job Information 


Planning, Building and Code Enforcement

Mid Level


$96,492.26 - $147,328.86 Annually

Application Deadline 


08/24/2020 11:59 PM PDT

Recruitment Type 

Open Competitive


The Planning, Building and Code Enforcement (PBCE) Department's mission is to guide the physical change of San José to create and maintain a safe, healthy, attractive, and vital place to live and work. We engage our community and the City Council in this mission. 


The department is committed to high-quality service, partnering with the community, and providing an excellent environment in which to work.  We strive to constantly demonstrate the City values of Integrity, Innovation, Excellence, Collaboration, Respect, and Celebration, and seek employees who do the same.

Positions & Duties

Please note that applications are currently not accepted through CalOpps or any other third party job board application system. To apply, applicants must complete an application via the City of San Jose’s website at 


The actual salary shall be determined by the final candidate’s qualifications and experience.  In addition to the starting salary, employees in the Administrative Officer classification shall also receive an approximate five percent (5%) ongoing non-pensionable compensation pay.  


The Administrative Officer reports to the Department Assistant Director and is responsible for budget preparation, analysis, execution, and monitoring; purchasing and contract functions; fees and charges/revenue projection/cost recovery programs; investigating, documenting, and presenting disciplinary actions; overseeing the department fiscal management functions; personnel management; human resources oversight; and internal policy establishment. 


In addition to the departmental responsibilities, the Administrative Officer has considerable contact with staff in the City Manager's Budget Office, City Attorney's Office, and other City departments. The position requires excellent communication and interpersonal skills, strong decision making and strategic thinking ability, a commitment to customer service, and the ability to simultaneously manage multiple projects and issues. Due to the complexity and scope of authority involved, this position requires someone who handles multiple assignments well in an accurate, complete and timely fashion with the ability to work independently/autonomously. The ideal candidate will have significant budget and other administrative experience, experience working in cross-functional/cross-departmental teams, and will be able to quickly assume a leadership role in the upcoming 2021-22 Proposed Budget process. 


This recruitment may be used to fill multiple Administrative Officer 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. 


Education:  Bachelor's Degree in business administration, public administration or a related field. 


Experience:   Six (6) years of increasingly responsible experience in business management and/or administration, including at least two (2) years of experience supervising professional staff. 


Licensing: Some positions may require licenses or certifications, such as a valid driver’s license or a professional certification.

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 prepare or file a labor condition application with the Department of Labor. 



The ideal candidate will possess the following competencies, as demonstrated in past and current employment history.  Desirable competencies for this position include:


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 support and direction. 


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. 


Change Management: Demonstrates support for innovation and for organizational changes needed to improve the organization's effectiveness; facilitates the implementation and acceptance of change within the workplace. 


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. 


Collaboration: Develops networks and builds alliances; engages in cross-functional activities. 


Analytical Thinking: Approaches a problem or situation by using a logical, systematic, sequential approach. 


Planning: Acts to align own team's goals with the strategic direction of the organization; defines tasks and milestones to achieve objectives, while ensuring the optimal use of resources to meet those objectives. 


Vision/Strategic AbilitySupports, promotes, and ensures alignment with the organization’s vision and values. Understands how an organization must change in light of internal and external trends and influences. Builds a shared vision with others and influence others to translate vision to action. In taking action, demonstrates an understanding and consideration of how it will impact stakeholders and affected areas in the organization. 


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

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 will consist of one or more interviews, one of which may include a practical/writing exercise. 


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.  


Do you possess a Bachelor's degree in business administration, public administration or a related field?  If yes, please indicate the field of study and the college or university from which you obtained your degree.  


Do you have six years of increasingly responsible experience in business management and/or administration, including at least two years of experience supervising professional staff?  If yes, please describe your experience and indicate the number of years of supervision experience you possess. 


Do you have experience in fiscal management?  If yes, this position requires strong budget experience.  Please describe your experience in fiscal management, including budget development, monthly fiscal monitoring, reporting and auditing, administrative controls, and program evaluation. Please include specific information about the size and complexity of the budget you have managed. 


Do you have experience in public administration outside of budget?  If yes, this position also requires experience in other areas of public administration outside of budget.  These areas could include the following: contracts, request for proposals, human resources and public information.  While it is not required to have extensive experience in every one of these areas, it is important that the candidate be as well rounded as possible.  Please briefly describe your experience in, or knowledge of, the above listed areas of public administration. 


Do you have experience leading a group of diverse professionals in a fast-paced, dynamic environment?  If yes, please describe your experience.  What are some of the challenges for public sector managers and how do you overcome them? 


You may answer these questions directly in the on-line application system or on a separate document and then cut and paste your answers into the appropriate spaces when prompted. 


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 Manjit Atwal at

Additional Information 

-Link to Benefits page

-Link to Department website

-Link to California Equal Pay Act


The application deadline is 11:59 PM on August 24, 2020.  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.  Please contact Human Resources at (408) 535-1285, or if you have any questions.


No location specified