Assistant To The City Manager (Unclassified)

Job Description

The Budget Office operates under the leadership of the Budget Director who reports to the City Manager. Supported by a staff of 19, the Office is responsible for all functions associated with the development and monitoring of San José's budget for over 140 funds (General Fund, Special Funds, and Capital Funds) in alignment with the goals of the City Council. Budget staff are responsible for preparing and publishing all budget documents, forecasting revenues, and, on a regular basis, performing analysis of budget and/or service-level related issues, and supporting performance measures tracking and data-driven service delivery. The Budget Office has a dynamic action-oriented culture that offers flexibility within a mutually supportive and cooperative environment, working with colleagues across departments to resolve complex fiscal issues. Professional staff succeed in a team-centric atmosphere of high expectations where quality contributions and achievements are acknowledged and celebrated

The City Manager's Budget Office is currently seeking to fill one full-time Assistant to the City Manager (Operating Budget Coordinator) position. Salary range for this classification is $138,628.10 - $215,798.70 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.
The City Manager's Budget Office is recruiting for an Assistant to the City Manager position to serve as an Operating Budget Coordinator to help guide and facilitate the development of the City's Operating Budget. The Operating Budget Coordinator will play a key role in developing and managing issues related to the City's annual operating budget. Serving as one of two Operating Budget Coordinators, the ideal candidate for this position to the Budget Office's senior leadership team possesses the technical budgeting and strategic management skills necessary to provide additional capacity within the Budget Office for complex budgetary development and problem-solving activities while simultaneously ensuring accuracy of budget recommendations and publications.
The position will help coordinate key aspects of the operating budget development and modification processes, and will be responsible for the accuracy and issue management of significant portions of the City's budget. The position is expected to self-initiate, design, and implement projects to improve budgeting processes and outcomes, and will often be called upon to craft effective written communication of complex financial, budgetary, and operational information in a manner clear and accessible to the City Council and members of the public.
The ideal candidate is a seasoned budgeting professional that has developed strong analytical, organizational, writing and verbal skills, excels handling multiple assignments simultaneously, works well under pressure within tight deadlines, and is comfortable with budgetary data at a granular level and applying that technical expertise at a strategic level to resolve policy and programmatic issues. During certain periods of the year, long hours will be required to meet budget document publication deadlines.
In addition, key duties and responsibilities for this position include but are not limited to:

Shares responsibility with another Assistant to the City Manager in facilitating operating budget development and adjustment processes, with anticipated oversight of all non-personnel expenditure budgeting.
Manages and ensures accurate implementation of the General and Special Fund budget balancing strategy for each budgeting process, including the Proposed Budget, Adopted Budget, Mid-Year Budget Review, Year-End Clean-up Actions, and Annual Report.
Leverages the analytical and reporting functionality of the Hyperion budgeting platform to improve budgeting processes, monitoring and outcomes, and conducts regular training of departmental staff.
Working collaboratively with City departments and Budget Office senior leadership, solves complex operating budget issues, mindful that competent and quick resolutions positively impact service delivery to the community.
Coordinates memorandum review activities and provides staff support for budget/fiscal implications for all City Council memoranda.
Monitors economically-sensitive information affecting various City funds.
Effectively supervises and motivates a team of Budget Office staff to ensure timely and accurate completion of assignments.
Ensures alignment of the budget with City Council priorities, policies, and budget principles and City Manager directives and budget guidelines.
Authors, reviews, and edits budget documents, reports, memoranda and briefing materials.
Studies City organizations, operations and services to make recommendations to improve quality and effectiveness of service delivery.
Resolves and facilitates major issues which are confidential, controversial or of major significance to the organization.
Represents the Budget Office or City Manager's Office as assigned at public events including community groups, City Council sessions, and Committee meetings Education: A Bachelor's degree from an accredited college or university in public administration, business administration, or a discipline related to the business performed by the department
Experience: six (6) years management and/or administrative experience in government or private business/industry.
Acceptable Substitutions: A Master's degree is preferred and may be substituted for one (1) year of the required experience.
This position requires a disclosure of outside investments, real property interest, income, and business positions. You must complete and file an "Assuming Office Form 700" with the City Clerk's Office within the first 30 days of employment with the office.
The ideal candidate will possess the following competencies, as demonstrated in past and current employment history.
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.
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. Knowledge of the theory, principles and practices of governmental budgeting and finance as well as supervision and personnel management.

Fiscal Management - Understands the relationship of budget and resources to the strategic plan; complies with administrative controls over funds, contracts, and procurements.
Planning - Acts to align own unit'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.
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.
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.
Project Management - Ensures support for projects and implements agency goals and strategic objectives.
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.
Management - Evaluates priorities to ensure the "true" top priorities are handled satisfactorily; sets clear goals for the employees and the work unit.