The City of San José, the Capital of Silicon Valley, is one of the nation's best-managed cities and one of the top ten cities in which to live, work, and do business. San José is ethnically and culturally rich with 50% of the population speaking a language other than English at home. Moreover, San José is the center of cultural, government, and economic activity for the region. The employees of the City of San José have embraced the following values: Integrity, Innovation, Excellence, Collaboration, Respect, and Celebration. The City's Housing Department is committed to fostering equity and is seeking an individual whose values align with the values of the City's employees.

The City of San José Housing Department is a leader in the production of affordable housing. Its mission is to strengthen and revitalize our community through housing and neighborhood investment. The Housing Department has an operating budget of approximately $18.8 million annually and 105 employees. The Housing Department is committed to creating and supporting a diverse work environment with a staff that values racial equity and inclusion.

Under direction of the Housing Department Director, provides duties of an Assistant to the Director in the areas of management and coordination of special projects, cross-divisional project management, and preparing reports for Departmental stakeholders.

Specific duties and tasks include, but are not limited to:

• Coordinates projects and special studies assigned by the Director;

• Manages the City Council and Committee memorandum process ensuring timelines are met.

• Develops an annual calendar with critical dates memorandums are due.

• Assist writers in developing and planning their memorandums.

• Provides writing training and support to staff who are writing memorandums.

• Tracks memorandums to ensure they are completed on time.

• Ensures that memorandums meet style, formatting, and general quality standards.

• Reviews and edits memorandums.

• Provides monthly reports on progress towards meeting deadlines.

• Submits weekly report to the City Manager Office outlining memorandums due in the upcoming two months.

• Develops and recommends new and revised procedures that influence departmental operations and impact including the memorandum process.

• Facilitates weekly management meeting to review memorandums and due dates.

• Ensures that presentations are submitted on time.

• Oversees department deadlines, coordinating cross-divisional assignments that involve department leadership.

• May supervise administrative support staff with the goal of providing assistance to the Department’s Leadership Team and administrative operations.

• May hire, manage, and train administrative support team members.

• Drafts City Council memorandums.

• Works closely with the Housing Department’s Leadership Team to facilitate and streamline administrative processes and the development of new policies.

  
  

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.

Minimum 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 including working with directly with people from diverse racial, ethnic, and socioeconomic backgrounds. Experience in incorporating the perspectives of multiple perspectives in the consideration of impacts and outcomes of a decision-making process. Excellent writing and editing skills. Excellent verbal communication skills and an ability to present to diverse audiences. Proficient with Microsoft Office Suite, Adobe Acrobat, or similar software.

Analytical Thinking - Approaching a problem or situation by using a logical, systematic, sequential approach.

Building Trust - Communicates an understanding of the other person's interests, needs and concerns; identifies and communicates shared interests and goals; identifies and communicates differences as appropriate; demonstrates honesty, keeps commitments, and behaves in an appropriate manner.

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.

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

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.

Project Management - Ensures support for projects and implements department goals and strategic objectives.

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.

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.

1. How do you meet the minimum qualifications for the position of Assistant to the Director?

a. I have a Bachelor’s degree from an accredited college or university in Business or Public Administration, English, Communications, Journalism, or related field.

b. I have five (5) years of increasingly responsible experience in public or nonprofit administration/management with experience related to this program assignment, including one (1) year of experience at the level that is equivalent to Sr. Analyst or higher.

c. I do not possess the minimum qualifications for this position.

2. If you have five (5) years of increasingly responsible experience in public or business administration/ management, including one (1) year of experience at the level equivalent to that of Senior Analyst or higher, please describe your experience that demonstrates knowledge of and experience with applicable professional/technical principles and practices working directly with people from diverse racial, ethnic, and socioeconomic backgrounds. Include the number of years and the scope of your experience.

3. Describe your experience writing and editing memorand or reports.

4. Describe your experience in policy development, including at least one example, and how you worked with multiple diverse stakeholders to craft and implement a policy or significant procedure, as well as the resulting impact. Describe your efforts to ensure diverse stakeholders were engaged in the process.

5. Describe your project management experience, specifically the types of tools you have used, projects delivered, and the outcome or impact of these projects.

6. Describe your experience supervising a team.

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.

Per the City’s COVID19 Mandatory Vaccination Policy, the City requires all employees starting on or after February 11, 2022 to provide proof of vaccination as a condition of employment absent a documented medical and/or religious exemption. Proof of vaccination means that employees are required to be “up-to-date” with regards to the COVID-19 vaccine. Consistent with the Santa Clara County Public Health Order issued on December 28, 2021, "up-to-date" means that employees are required to be vaccinated with the entire recommended initial series of a COVID-19 vaccine (two doses of the Pfizer, Moderna or Novavax COVID-19 vaccine or a single dose of the Johnson & Johnson COVID-19 vaccine).

• Link to Benefits page

• Link to Department website