City of San José


 CLASS CODE: 1646    





   Incumbents are responsible for managing a major administrative program or an administrative division that supports programs and/or citywide or department business operations of a varied and highly complex nature. The administrative functions in support of running a department typically include general office administration, personnel (such as hiring, safety, training, benefits, employee relations), budget, fiscal and organizational analysis. Additional administrative functions may include customer service, mail delivery, storage of supplies, equipment servicing, contract and grant administration, processing documents such as permits, purchase orders, etc.) Functions that support citywide department business operations typically provide a citywide administrative service such as procurement, worker’s compensation administration, etc. Although incumbents typically manage more than one administrative function, there may be instances where the scope of one major administrative function or program will be assigned to an Administrative Officer, especially when the function is related to a citywide administrative service. Incumbents typically provide supervision through high levels of professional personnel, and supervision is generally through subordinate supervisors. Incumbents who manage highly complex administrative programs may have no direct reports, but typically manage programs that require coordination with various departments, high levels of management, and/or outside vendors, consultants and agencies.


   The Administrative Officer may report to a variety of managers, including Division Managers and Deputy Directors., Administrative Officers typically have direct reports in such classifications as Administrative Manager, Sr. Analyst; and other related management or professional classifications. Incumbents may be assigned to an administrative organization that is part of one of the City’s operating departments or may be assigned to an administrative support department such as Finance, General Services or Employee Services, and are responsible for the most complex financial and administrative operations.

   The Administrative Officer is distinguished from the higher level generic Division Manager who has responsibility for an organization with more budget responsibility and impact on the community or the customer base, and reports directly to the Department Director or Deputy Director.

   The Administrative Officer is distinguished from the lower level classification of Administrative Manager, which has less budget responsibility and less impact on the department’s operations and overall strategy. The Administrative Officer also provides overall direction to managerial, professional, technical, and clerical support staff usually through subordinate supervisors, interfaces at a more strategic level with governing bodies such as the City Council, administers operations in compliance with very complex laws, regulations and rules, and provides data and analysis on which management bases major strategic decisions.


   (These qualifications are typically required. An equivalent combination of education, experience, knowledge, skills, and abilities sufficient to satisfactorily perform the duties of the job may be substituted.)

Education and Experience

   Bachelor’s Degree in business administration, public administration or a related field and six (6) years of increasingly responsible experience in business management and/or administration, including at least two years of experience supervising professional staff.

Licensing Requirements

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

Minimum Knowledge, Skills and Abilities (position requirements at entry and depending on area of assignment):

· Knowledge of theory, principles, practices, and techniques of public business and personnel administration.

· Knowledge of very complex laws, regulations, rules and practices pertaining to assigned area.

· Knowledge of management and leadership principles.

· Ability to supervise, direct, and evaluate staff.

· Ability to plan, organize, direct, and evaluate a the most complex administrative and financial operations or programs

· Ability to use common business computer software packages.

· Ability to develop, implement and administer operating and/or capital budgets.

· Ability to prepare and present analysis and recommendations to a variety of audiences.

· Ability to use modern office automation to maximize resource productivity.

· Ability to communicate effectively, both orally and in writing.

Desirable Qualifications (likely to contribute to more successful job performance; can often be learned on the job):

· Knowledge of the City of San Jose’s accounting, budget, and personnel systems, and grant and contract administration.

· Knowledge of City codes, charters, ordinances, procedures and policies.


TYPICAL CLASS ESSENTIAL DUTIES: (These duties and estimated frequency are a representative sample; position assignments may vary depending on the business needs of the department.) Duties may include, but are not limited to, the following:


1. Supervises a section that (a) provides various types of administrative support to an operating department, (b) manages the most complex administrative and functions within an operating department or an administrative support department. Daily
2. Develops and implements goals, objectives and guidelines, utilizing resources effectively to improve efficiency and effectiveness. Daily
3. Plans, implements and administers sizeable departmental budgets to include expenses and revenue. As Required
4. Directs and prepares the departmental operating budget at program and detail levels, establishes guidelines for monitoring departmental revenues and expenditures, coordinates requests for budget adjustments and processes departmental encumbrance and expenditure documents for operating functions.  As Required
5. Participates in securing administrative grants and aid; directs allocation of grant funds.

6. Recommends and develops very complex departmental and/or citywide systems and procedures related to personnel issues, budget, and other administrative functions or programs. Provides direction and advice to others regarding these systems and procedures.  Daily
7. Represents the department in meetings with other departments in matters relating to budget accounting, personnel issues and other administrative functions; represents the department to outside agencies and other groups. As Required
8. Provides complex reports to management, special analyses, planning, and special studies on which management bases major decisions that impact the department or citywide administration. Varies
9. Negotiates and administers contracts, agreements and leases with vendors, agencies and contractors. Varies
10. Performs outreach and public relations, as required, to provide information about administrative processes or programs supervised. Varies
11. Ensures that the administrative function supervised is in compliance with complex federal and state laws, rules and regulations and local codes and standards. Implements changes to processes required by changes in legislation. As Required
12. Supervises subordinate supervisory and other staff to include: prioritizing and assigning work; conducting performance evaluations; ensuring staff are trained; and, making hiring, termination, and disciplinary recommendations. Daily
13. Performs other duties of a similar nature or level. As Required


  Climbing   Kneeling   Crawling
  Balancing   Lifting X Reaching
  Stooping X Fingering X Standing
X Talking   Grasping X Walking
X Hearing   Feeling   Pushing





___X__Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.


Established 5/80; Revised & Retitled 2/96 (Formerly Principal Administrative Officer)

Revised 2/04:s001