TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: Aram Kouyoumdjian
SUBJECT: Amendments to the City
Pay Plan
DATE: December 3, 2025
Approved Date:
12/4/25
CO
UNCIL DISTRICT: Citywide
RECOMMENDATION
A
dopt a resolution to amend the City of San José Pay Plan, effective December 21, 2025, to create the following classifications:
(a
) Chief of Staff to the City Manager (Unclassified) (1142) with an annual pensionable salary range of $176,160.37 to $284,576.11; and (b) Executive Office Administrator, City Manager’s Office (Unclassified) (1384) with an annual pensionable salary range of $92,601.60 to $122,072.61.
SUMMARY AND OUTCOME
I
f the above recommendation is approved, the City of San José (City) Pay Plan will be amended to create the Chief of Staff to the City Manager (Unclassified) (1142) and Executive Office Administrator, City Manager’s Office (Unclassified) (1384) classifications.
BACKGROUND
T
he City Pay Plan must be amended by City Council Resolution when new job classifications are added or deleted, or salaries are revised. The City Pay Plan reflects all job classification and compensation changes made through City Council Resolution.
The City Pay Plan is on file in the Human Resources Department and published on the City’s Internet and Intranet sites.
COUNCIL AGENDA: 12/16/25
FILE: 25-1318
ITEM: 2.20
HONORABLE MAYOR AND CITY COUNCIL
December 3, 2025
Subject: Amendments to the City Pay Plan
ANALYSIS
Chief of Staff to the City Manager
The Human Resources Department collaborated with the Office of the City Manager (CMO) to establish a new classification: Chief of Staff to the City Manager, as outlined in Attachment A - Chief of Staff to the City Manager (Unclassified). The Chief of Staff to the City Manager will provide high-level executive support, organizational leadership, and logistical and strategic support to advance Citywide priorities, policy development, and special initiatives.
The creation of the new classification will eliminate the need to utilize the Director, City Manager’s Office classification for the Chief of Staff role and will yield salary savings, given the new classification has a recommended pay range that is lower as it is aligned with the pay range for Assistant Directors rather than Directors.
The Chief of Staff to the City Manager classification is recommended to have an annual, pensionable pay range of $176,160.37 to $284,576.11. The proposed salary range is established in alignment with internal equity and the salary structures of the classifications directly above and below this role and is based on a salary survey of similar roles in other jurisdictions.
Executive Office Administrator, City Manager’s Office
The Human Resources Department collaborated with the CMO to establish a new classification: Executive Office Administrator, City Manager’s Office, as outlined in Attachment B - Executive Office Administrator, City Manager’s Office (Unclassified).
Due to the increased responsibilities and breadth of work within the CMO, this classification is designed to provide direct day-to-day executive support; be responsible for the management of all administrative support functions for a team within the CMO; and oversee the production of publications, reports, and other official communications.
The Executive Office Administrator, City Manager’s Office will replace an existing position – that of Senior Supervisor, Administration – as the CMO has specific need for a new classification that will handle confidential and sensitive personnel and/or financial information often developed and managed within the CMO.
The Executive Office Administrator, City Manager’s Office classification is recommended to have an annual, pensionable pay range of $92,601.60 to $122,072.61.
The proposed salary range is established in alignment with internal equity and the salary structures of the classifications directly above and below this role.
HONORABLE MAYOR AND CITY COUNCIL
December 3, 2025
Subject: Amendments to the City Pay Plan
EVALUATION AND FOLLOW-UP
No further follow-up with the City Council related to this action is anticipated at this time.
COST SUMMARY/IMPLICATIONS
The recommendations to create the new Chief of Staff to the City Manager classification and the Executive Office Administrator, City Manager’s Office classification will have no additional costs.
COORDINATION
This memorandum was coordinated with the City Attorney’s Office, the City Manager’s Office, and the City Manager’s Budget Office.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the December 16, 2025 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
Revisions to the Pay Plan for classified positions are reported to the Civil Service Commission for filing at the first regularly scheduled meeting following City Council action. The Chief of Staff to the City Manager (Unclassified) and Executive Office Administrator, City Manager’s Office (Unclassified) positions are at-will positions; therefore, they will not be reported to the Civil Service Commission.
CEQA
Not a Project, File No. PP17-008, General Procedure and Policy Making resulting in no changes to the physical environment.
HONORABLE MAYOR AND CITY COUNCIL
December 3, 2025
Subject: Amendments to the City Pay Plan
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
ARAM KOUYOUMDJIAN
Director of Human Resources and the
City Manager’s Office of Employee Relations
For questions, please contact Marcela Bolaños, Program Manager – Classification and Compensation, Human Resources Department, at (408) 975-1449.
ATTACHMENTS
Attachment A – Chief of Staff to the City Manager (Unclassified) Attachment B – Executive Office Administrator, City Manager’s Office (Unclassified)
ATTACHMENT A 12/25
City of San José
CLASS SPECIFICATION
Title: Chief of Staff to the City Manager (U) (1142)
DEPARTMENT ACCOUNTABLE TO FLSA STATUS
City Manager City Manager Exempt
CLASS SUMMARY
Under administrative direction from the City Manager, the Chief of Staff provides high-level executive support and organizational leadership to advance Citywide strategic priorities, policy development, and special initiatives. This position serves as a trusted advisor, strategic integrator, and thought partner to the City Manager and the City Manager’s Office senior leadership team, and acts as a liaison with the Mayor and City Council, City Council Appointees, Department/Office Directors, and community stakeholders.
The Chief of Staff performs work of unusual difficulty in managing complex, sensitive, and visible work across City departments/offices and functions. Performs related duties as required.
DISTINGUISHING CHARACTERISTICS
The Chief of Staff is a single position class in the unclassified service. The incumbent is appointed by and serves at the pleasure of the City Manager, and on an operational basis, may report to the Assistant City Manager. The position provides executive-level support and oversight on behalf of the City Manager and City Manager’s Office senior leadership team working across departments/offices to advance organizational priorities. This classification is distinguished by its role as an apolitical leader and strategic right-hand person to the City Manager and City Manager’s Office senior leadership team requiring a high degree of political acumen, discretion, and strategic judgment. The Chief of Staff exercises delegated authority on behalf of executive leadership in meetings, communications, and operational follow-through on key directives.
QUALIFICATIONS
Minimum Qualifications
Education and Experience
A Bachelor’s degree from an accredited college or university in public administration, business administration, political science, urban studies, or a related field, and seven (7) years of progressively responsible experience in public administration, policy development, executive advising, or project management. Experience serving as a chief of staff, senior policy advisor, or special assistant capacity in a public agency is highly desirable. A Master’s degree from an accredited college or university in a related field is preferred.
Acceptable Substitution
None.
Required Licensing (such as driver’s license, certifications, etc.) Possession of a valid driver’s license authorizing operation of a motor vehicle in the State of California may be required.
Other Qualifications
(Incumbents may be required to have different combinations of the listed qualifications, or more specific job-related qualifications depending on the position.)
Basic Competencies
(Needed at entry into the job in order to perform the essential duties.)
ATTACHMENT A 12/25
City of San José
CLASS SPECIFICATION
Title: Chief of Staff to the City Manager (U) (1142)
• Job Expertise – Demonstrates knowledge of and experience with applicable professional/technical principles and practices, city-wide and departmental/office procedures/policies and federal and state rules and regulations. o Knowledge of:
Principles and practices of public and business administration Organizational development, strategic planning, and change management Policy analysis, government operations, and intergovernmental relations
• Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills and displays openness to other people's ideas and thoughts.
• Collaboration - Develops networks and builds alliances; engages in cross-functional activities.
• Decision Making - Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions.
• Digital Fluency - Effectively leverages digital tools, technologies, and platforms, utilizing a forward-thinking mindset to drive organizational goals, enhance processes, lead innovation, make data-informed decisions, and foster a culture of adaptability and continuous improvement in a dynamic digital landscape.
• Emotional Intelligence - Recognizes and manages one’s own emotions while understanding and responding appropriately to the emotions of others; maintains self-awareness, empathy, and emotional regulation under pressure.
• 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.
• Political Skill - In taking action, demonstrates an understanding and consideration of how it will impact stakeholders and affected areas in the organization.
• Vision/Strategic Thinking - Supports, promotes, and ensures alignment with the organization’s vision and values; understands how an organization must change in light of internal and external trends and influences; builds a shared vision with others and influences others to translate vision to action.
Additional Competencies and/or Desirable Qualifications (Competencies, knowledge, skills and abilities that are more position specific and/or likely to contribute to more successful job performance.)
Knowledge of:
• Organization and function of municipal governments and the Council-Manager form of government
ATTACHMENT A 12/25
City of San José
CLASS SPECIFICATION
Title: Chief of Staff to the City Manager (U) (1142)
DUTY
NO.
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. Serves as senior advisor to the City Manager and City Manager’s Office senior leadership team on organizational strategy, Mayor and City Council relations, and cross-departmental/office coordination.
2. Manages and monitors progress on high-priority strategic initiatives and enterprise projects on behalf of the City Manager’s Office.
3. Coordinates information flow to and from the City Manager’s Office to ensure timely decision-making and clear communication with City departments/offices and external partners.
4. Facilitates internal leadership alignment through agenda setting, retreats, and executive-level development efforts.
5. Provides executive-level communications, briefings, talking points, and support for City Council meetings, public appearances, and stakeholder engagement.
6. Responds to sensitive inquiries and service requests from the Mayor, City Council, and community leaders.
7. Represents the City Manager in interdepartmental meetings, regional partnerships, and community events as needed.
8. Drives development and implementation of city-wide performance measurement, strategic planning, and policy alignment.
9. Identifies and mitigates risks related to major change initiatives or emerging issues.
10. Supports succession planning, leadership development, and special executive communications as assigned.
11. Performs other related work as required.
PHYSICAL/ENVIRONMENTAL ELEMENTS
The following is a general statement for the classification. Individual positions may have additional or different physical/environmental elements. We are committed to providing reasonable accommodations, in accordance with the Americans with Disabilities Act (ADA) and other applicable laws, to support individuals in performing the essential functions of the position.
Ability to travel to various locations within and outside the City of San José in a timely manner as required in the performance of duties.
In an office environment, possess ability to:
• Operate, access, enter and retrieve using standard office equipment, including but not limited to a computer or tablet;
• Read printed materials and a computer screen;
• Communicate in person and over the telephone;
• Lift, carry, push, and pull materials and objects up to 25 pounds, or heavier weights, in all cases with the use of proper equipment;
• Move between/within work areas; including but not limited to sitting, walking, and standing on various surfaces, turning, bending, grasping, and making repetitive hand movements; • Be exposed to moderate noise levels and controlled temperature conditions; • Maintain professional demeanor during interactions with staff, customers, and the public.
CLASSIFICATION HISTORY
Created 12/25
ATTACHMENT B 12/25
City of San José
CLASS SPECIFICATION
Title: Executive Office Administrator, City Manager’s Office (U) (1384)
DEPARTMENT ACCOUNTABLE TO FLSA STATUS
City Manager’s Office Varies Exempt
CLASS SUMMARY
Under direction, the Executive Office Administrator performs work of considerable difficulty in the supervision, coordination, and implementation of specialized administrative and office management functions in direct support of an executive team within the City Manager’s Office, requiring extensive knowledge of applicable procedures, policies, rules, and regulations. This classification is also responsible for handling highly confidential and sensitive information, and for overseeing the preparation and dissemination of official publications, reports, and communications. Performs related duties as required.
DISTINGUISHING CHARACTERISTICS
This position is in the unclassified service. It is characterized by a high degree of responsibility, discretion, and independent judgment in performing complex and sensitive administrative duties in support of an executive team within the City Manager’s Office. It differs from Senior Supervisor, Administration, in that the Executive Office Administrator handles highly confidential and/or sensitive information developed and communicated within the City Manager’s Office. It differs from the Executive Assistant classification in that the Executive Office Administrator is responsible for the final production of publications, reports and/or other official City communications.
QUALIFICATIONS
Minimum Qualifications
Education and Experience
Two (2) years of undergraduate course work from an accredited college or university (equivalent to at least 60 semester units or 90 quarter units), and four (4) years of experience in administrative support or office management, including two (2) years of experience performing complex administrative functions in support of senior management.
Acceptable Substitution
Additional administrative support or office management experience may be substituted for the education requirement on a year-for-year basis.
Required Licensing (such as driver’s license, certifications, etc.) None.
Other Qualifications
(Incumbents may be required to have different combinations of the listed qualifications, or more specific job-related qualifications depending on the position.)
Basic Competencies
(Needed at entry into the job in order to perform the essential duties.)
• 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.
o Knowledge of City government administration and management o Knowledge of principles and practices of professional business communication, including editing, formatting, and publication standards.
ATTACHMENT B 12/25
City of San José
CLASS SPECIFICATION
Title: Executive Office Administrator, City Manager’s Office (U) (1384)
o Ability to exercise independent judgment and initiative regarding administrative matters. o Ability to handle sensitive and confidential information.
• Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills and displays openness to other people's ideas and thoughts.
• Computer Skills - Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.
• Teamwork & Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
• Customer Service - Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.
• 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.
Additional Competencies and/or Desirable Qualifications (Competencies, knowledge, skills and abilities that are more position specific and/or likely to contribute to more successful job performance.)
• Fiscal Management - Understands the relationship of the budget and resources to the strategic plan; complies with administrative controls over funds, contracts, and procurements.
• Supervision - Sets effective long and short-term goals based on a good understanding of management practices; establishes realistic priorities within available resources; provides motivational support; empowers others; assigns decision-making and work functions to others in an appropriate manner to maximize organizational and individual effectiveness.
DUTY
NO.
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:
FREQUENCY*
1. Performs a wide variety of complex and confidential clerical, administrative, and technical support duties for the City Manager’s Office, including preparing, reviewing, and maintaining documents, correspondence, and records of a sensitive or confidential nature; ensures accuracy, completeness, and compliance with established policies and procedures.
Daily
ATTACHMENT B 12/25
City of San José
CLASS SPECIFICATION
Title: Executive Office Administrator, City Manager’s Office (U) (1384)
DUTY
NO.
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:
FREQUENCY*
2. Oversees and coordinates the final production and dissemination of publications, reports, and other official City communications to ensure accuracy, consistency, and adherence to established standards.
As Required
3. Supervises day-to-day operations of the work group. Prioritizes and assigns work, conducts and provides input to performance evaluations, and trains staff; monitors and approves timecards; and, makes hiring, promotion, termination and disciplinary recommendations, and any other recommendations related to the change in status of employees. Assists with recruitments for the work group.
Daily
4. Analyzes the workflow and administrative systems and procedures; develops efficient work processes and procedures, and documents procedures.
Daily
5. Interprets City or departmental ordinances, regulations, or policies as required for the completion of tasks/projects.
Daily
6. Works with a variety of agencies, other departments, and the public to research and communicate information and resolve administrative issues; handles complex or difficult situations encountered by clerical staff, such as hostile or angry customers.
Daily
7. Monitors expenditures of section; may project budget allocations, reviews cost of office equipment service and repair, balances receipts; prepares revenue vouchers and similar financial documents. Participates in budget preparation and review, as required.
As Required
8. Gathers information and prepares reports and records related to the activities of administrative functions, staffing, budgeting, expenditures, revenue and other administrative issues.
As Required
9. May represent the organization at Committees, meetings, conferences and other related events.
As Required
10. Participates in decisions on the proper equipment and software to be used by the staff; ensures equipment is serviced and maintained properly in a cost-effective manner.
As Required
11. Oversees the maintenance of files and records, including automated recordkeeping systems; develops filing/recordkeeping systems and procedures; and ensures retrievability of files or records.
As Required
12. Performs other related work as required. As Required *Frequency defined as Daily/Several Times, Daily, Weekly, Intermittent, or As Required
PHYSICAL/ENVIRONMENTAL ELEMENTS
The following is a general statement for the classification. Individual positions may have additional or different physical/environmental elements. We are committed to providing reasonable accommodations, in accordance with the Americans with Disabilities Act (ADA) and other applicable laws, to support individuals in performing the essential functions of the position.
ATTACHMENT B 12/25
City of San José
CLASS SPECIFICATION
Title: Executive Office Administrator, City Manager’s Office (U) (1384)
In an office environment, possess ability to:
• Operate, access, enter and retrieve using standard office equipment, including but not limited to a computer or tablet;
• Read printed materials and a computer screen;
• Communicate in person and over the telephone;
• Lift, carry, push, and pull materials and objects up to 25 pounds, or heavier weights, in all cases with the use of proper equipment;
• Move between/within work areas; including but not limited to sitting, walking, and standing on various surfaces, turning, bending, grasping, and making repetitive hand movements; • Be exposed to moderate noise levels and controlled temperature conditions; • Maintain professional demeanor during interactions with staff, customers, and the public.
CLASSIFICATION HISTORY Created 12/25