Agenda Services Executive Analyst I/II

About the CityKnown as the “Capital of Silicon Valley,” the City of San José plays a vital economic and cultural role anchoring the world’s leading region of innovation. Encompassing 178 square miles at the southern tip of the San Francisco Bay, San José is Northern California’s largest city and the 13th largest city in the nation. With more than one million residents, San José is one of the most diverse large cities in the United States.About the Office of Administration, Policy, and Intergovernmental RelationsThe City Manager’s Office provides strategic leadership that supports the Mayor and City Council and motivates the organization to deliver high-quality services that meet the community’s needs. The City Manager’s Office of Administration, Policy, and Intergovernmental Relations, under the direction of the Director, coordinates internal budgets and hiring, Agenda Services, citywide public policy, and legislative affairs. It provides the City’s Leaders, Administrators, Directors, and staff with support, coordination, research, and strategic analysis of the city’s critical needs, programs, policies, and services.About the PositionThe Part-Time Executive Analyst I/II (EA) is a key member of the Agenda Services team within the Office of Administration, Policy, and Intergovernmental Relations. This position is responsible for supporting the Senior Executive Analyst in ensuring that the City Council is effectively supported in making public policy decisions by enhancing the quality and timeliness of information given to the City Council. This position is budgeted for 20 hours per week.Responsibilities of the Part-Time Executive Analyst I/II include but are not limited to:• Assist with reviewing, editing, and proofreading staff reports and other documents for City Manager, Assistant City Manager, and Deputy City Manager’s approval and signature.• Coordinate approvals of staff reports and memoranda submitted by departments daily.• Coordinate review with City departments and City Manager’s Budget Office to ensure timely submission of memos that are high quality.• Monitor, track, coordinate, evaluate, and analyze agenda items and memorandums.• Support oversight of the Agenda Services mailbox, which may include reviewing all incoming emails, and marking and moving items to SharePoint and the appropriate Outlook folders.• Ensure compliance with the San José Sunshine Ordinance, Brown Act, and other legal requirements.Education and ExperienceExecutive Analyst IBachelor’s Degree from an accredited college or university in business or public administration or a closely related field.Executive Analyst IIBachelor’s Degree from an accredited college or university in business or public administration or a closely related field; and two (2) years of increasingly responsible professional staff analytic or administrative experience at the level of Executive Analyst I with the City of San Jose.Acceptable SubstitutionAdditional years of experience in a position comparable to the Staff Specialist with the City of San José in areas such as budget, finance, grant administration, organizational analysis, general administration or human resources may be substituted for the education requirement on a year for year basis.Required Licensing (such as driver’s license, certifications, etc.)When assigned to the Office of Emergency Management:• Incumbents in the Executive Analyst I and II classifications will be required to obtain the FEMA Professional Development Series (PDS) Certificate within approximately one (1) year of employment.• Incumbents in the Executive Analyst II classification will also be required to obtain the FEMA Advanced Professional Series (APS) Certificate within approximately two (2) years of employment.Desired Skills and Competencies:This position requires someone with the ability to work both independently and interdependently to ensure work is completed in an accurate, and timely fashion.The successful candidate will possess the ability to demonstrate the principles of effective written communication and knowledge of the administrative process within a governmental organization. The candidate must also be able to coordinate with internal and external agencies to achieve a shared goal and maintain records and controls.The ideal candidate will possess the following competencies, as demonstrated from past and current employment history.Desired Skills:• Ability to learn, retain, and apply complex information, terminology, policies, and procedures.• Work effectively with a wide variety of people on a broad scope of issues.• Ability to understand, interpret, and apply rules, policies, standards, and procedures.• Ability to establish and maintain effective working relationships.• Ability to appropriately handle sensitive and confidential information.• Demonstrate a positive attitude and flexibility to change.• Ability to maintain a positive attitude in challenging and fluid situations.• Ability to learn quickly, be a self-starter, handle multiple assignments and deadlines, and work well under pressure.• Has experience with the administrative process within a governmental organization.• Special projects as needed; and• Other duties as assigned.Competencies• Multi-Tasking - Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s).• Computer Skills - Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.• Problem Solving - Approaches a situation or problem by defining the problem or issue; determines the significance of problem; collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.• Reliability - Completes quality work assignments in a timely and efficient manner; fulfills responsibilities and maintains confidentiality as appropriate.• 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 ProcessThe 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. You must fill out the online application available on the City of San José website. You must answer all questions to be considered, or your application may be deemed incomplete and withheld from further consideration. References to a resume will be considered incomplete and your application 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.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. Please contact Human Resources at (408) 535-1285, or Human.Resources@sanjoseca.gov if you have any questions.The actual salary shall be determined by the final candidate’s qualifications and experience. In addition to the starting salary, employees in the Part-Time Executive Analyst I/II classification shall also receive an approximate five percent (5%) ongoing non-pensionable compensation pay.Those candidates with experience and training that best match the position will move forward to the next phase of the selection process, which will include interview(s) and reference checks.• Please select the option that best describes how you meet the minimum qualifications:• Bachelor’s Degree from an accredited college or university in business or public administration or a closely related field.• Bachelor’s Degree from an accredited college or university in business or public administration or a closely related field; and two (2) years of increasingly responsible professional staff analytic or administrative experience at the level of Executive Analyst I with the City of San Jose.• Four (4) years’ experience as a Staff Specialist with the City of San José• None of the above• Describe your experience with agenda management for public-sector agencies, including your experience with the City of San José; or local government agencies. If you do not have experience with public agencies, please describe comparable experience.• You have been given a memorandum for proofreading, what steps do you take to ensure accuracy and thoroughness?• Tell us about your experience working under tight deadlines. How were you able to meet timelines and ensure quality standards were met?If you have questions, comments or concerns about the recruitment, selection or hiring process, please contact Edwin Huertas at edwin.huertas@sanjoseca.gov.