Administrative Officer – Police Department

About the Department

The Department is administered by a command staff including the Chief, Assistant Chief, four Deputy Chiefs and one Deputy Director presiding over an Operations Command divided into five Bureaus. SJPD is budgeted approximately 1700 FTEs including sworn and civilian staff. Department employees are assigned to one of five Bureaus comprised of 11 divisions with more than 50 specialized Units and assignments.
The vision, mission, and values of the Department are as follows:

The vision of SJPD is a dynamic, progressive and professional organization dedicated to maintaining community partnerships which promote a high quality of life for the City’s diverse population. The Department is committed to treating all people with dignity, fairness and respect, protecting their rights and providing equal protection under the law.

The mission of the Department is: To provide public safety through community partnerships and 21st Century Policing practices, ensuring equity for all. The Department is committed to treating all of San Jose’s diverse community members with dignity, fairness and respect, while protecting their rights and providing equal protection under the law.

Strategic Goals

• To promote Public Safety
• Partner with our Diverse Community
• Workforce Diversity, Wellness, & Development
• Continuous Improvement & innovation Service Delivery
• Secure Adequate Resources

The values of the Department are:

• Integrity
• Accountability
• Collaboration

Position Duties

The Administrative Officer (AO) position for the Police Department oversees the Fiscal Division and reports to a civilian Division Manager who also oversees Police Personnel, Safety Officer, and the Public Safety Bond program manager. The AO position is responsible for all fiscal related transactions with a staff of 17 employees over three units, each led by a Senior Analyst: Budget & Contracts, Grants & Special Funds, and Accounting & Procurement. Financial resources under the AO’s purview are over $530 million and approximately 1,750 budgeted full-time equivalent positions.

The AO position is the controlling point and problem solver for all fiscal related issues including departmental procurement, City Council memos and reports with financial data, administrative research, policy and procedural issues, budget development, expenditure monitoring including overtime, and fiscal training for program managers.

The AO is also the Public Safety CSA budget facilitator, keeping meetings coordinated, due dates and items in the forefront and coordinating all CSA reports as required.  This position is directly involved in budget development, coordinating with the other Public Safety departments, and the capital program. The AO has the key role in developing both the Police Department’s Business Plan and Investment Strategy.

The AO represents the City and the Police Department with other agencies, as well as representing the Police Department with City Council and Council committees, and other City departments, including but not limited to City Manager’s Office, City Attorney’s Office and City Auditor’s Office. This position also interacts with other city Departments such as Transportation on traffic safety and crossing guard issues, Public Works for Fleet and Facility issues, Information Technology for systems development issues, the Radio Shop for replacement projections and maintenance of the Department’s mobile communications infrastructure, and the Finance Department with regards to procurement, special accounting, and administrative policies and procedures.  This position also serves as the key Police contact with the City Manager’s Office including the City Manager’s Budget Office.

The work within Police Fiscal is highly deadline driven and accuracy of data is critical for success. A candidate for this position will be able to prioritize multiple issues, be an efficient communicator, apply the relevant polices for a given transaction, and adhere to the highest ethical standards.

Minimum Qualifications

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 (2) years of experience supervising professional staff.

 

Required Licensing 

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

Special Requirement(s).  Because of the confidential, sensitive nature of information handled, successful completion of a background investigation is required.

Other Qualifications

The ideal candidate will possess the most desirable combination of training, skills and experience, as demonstrated in past and current employment history.  Desirable experience, knowledge and skills for this position include:
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.

Analytical Thinking – approaches a situation or problem by defining the problem or issue; identifies a set of features, parameters, or considerations to take into account, collects and analyzes data, uses logic and intuition to arrive at conclusions and recommendations.

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.

Customer Service & Collaboration – demonstrates the ability to anticipate customers’ needs and deliver services effectively and efficiently in a timely, accurate, respectful and friendly manner; develops networks and builds alliances; engages in cross-functional activities.

Conflict Management – uses appropriate interpersonal styles and methods to reduce tension or conflict between two or more people.

Fiscal Management – understands the relationship of the budget and resources to the strategic plan; complies with administrative controls over funds, contracts, and procurements.

Organizational Communications & Planning – ensures that regular, consistent communication takes place within area of responsibility, and acts to align own unit’s goals with the strategic direction of the organization.

Problem Solving – approaches a situation or problem by defining the problem or issue; determines the significance of problem(s); collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.