Program Manager (Animal Care Services) - Public Works

About the Department

The City of San José, the Capital of Silicon Valley, is one of the nation's best managed cities in which to live, work, and do business. Moreover, San José is the center of cultural, government and economic activity for the region. The employees of the City of San José have embraced the following values: Integrity, Innovation, Excellence, Collaboration, Respect and Celebration. The City's Department of Public Works (DPW) is seeking an individual whose values align with the values of the City's employees. 

The Department of Public Works is responsible for delivering capital improvement projects for a wide variety of City facilities and infrastructure, maintaining City facilities and fleet assets, facilitating and regulating development activities, and providing animal care and services.

Position Duties

San Jose Animal Care Services, a division in the Public Works Department, is currently seeking to fill a Program Manager position who will serve as a key member of shelter leadership, responsible for overseeing the shelter’s administrative operations, human resources functions, budget oversight and select external-facing programs. This position directly reports to the shelter’s Deputy Director and works closely with shelter management to ensure effective shelter operations.  

Key responsibilities include, but are not limited to: 

• Supervising the administrative team, including Senior Office Specialists, in the day-to-day functions of animal licensing, fee collection, rabies vaccination renewals, front desk operations and related regulatory compliance activities. 
• Coordinating shelter HR functions and performance management; serving as a point of escalation for personnel issues. 

• Providing oversight of the shelter’s budget; monitoring expenditures, reviewing budget reports, and ensuring fiscal accountability across shelter programs and operations.
• Create budget reports and present budget-related items as warranted.
• Preparing and overseeing contracts, including sheltering contracts.
• Coordinating external facing shelter programs such as spay and neuter clinic, trap-neuter-return (TNR) program, and other community-based initiatives
• Engage with external stakeholders, as appropriate, to communicate shelter needs, describe services, and align interests. Assist in the development, implementation, and review of shelter related policies and procedures. 
• Preparing and presenting reports and analyses of shelter operations for internal and external stakeholders. 
• Utilizing Chameleon or similar shelter enterprise software systems. 
• Working closely with shelter operations, medical, and field teams on shelter-wide matters and cross-functional initiatives. 

The ideal candidate will possess a high level of professionalism, excellent customer service skills, and a supreme work ethic. This position requires excellent judgement, initiative, perseverance, integrity, organizational skills, flexibility, and written and verbal communication skills. 

The salary range for this classification is $134,490.72 – $174,851.04 annually. This includes an approximate five percent (5%) ongoing non-pensionable pay. The actual salary shall be determined by the final candidate’s qualifications and experience.

This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.  

Minimum Qualifications

Education: Bachelor’s Degree in a closely related field.

Experience:  Five (5) years of directly related experience, including two (2) years of supervisory experience. 

Other Qualifications

The ideal candidate will possess the following competencies, as demonstrated in past and current employment history. 

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 legal liability and responsibilities related to operations of a municipal animal shelter. Familiarity with animal licensing requirements, rabies vaccination regulations, and related compliance functions is desirable.
• Knowledge of, or ability to learn, HR processes applicable to a municipal shelter environment.  
• Ability to prepare and maintain accurate administrative records and statistical reports. 
• Working knowledge of budget oversight practices, including the ability to monitor expenditures and interpret budget reports. 
• Familiarity with community-based animal services programs such as spay/neuter clinics, trap-neuter-return (TNR) programs, and/or similar external facing programs. 
• Experience fostering partnerships and maintaining working relationships with external organizations, including animal rescue groups and other animal control agencies. 

Computer Skills – Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, and MS Excel. 

• Experience in using Chameleon or similar animal shelter enterprise software is desirable.

Customer Service – Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor. 

• Ability to handle sensitive or emotional charged interactions with member of the public with composure, empathy and professionalism. 
• Experience overseeing front-facing staff and ensuring consistent delivery of quality customer services is desirable.

Conflict Management – Uses appropriate interpersonal styles and methods to reduce tension or conflict between two or more people, by presenting the facts, analysis, and conclusions or solutions that show command of content and perspectives and interests of the audience. 

• Ability to serve as a point of escalation for personnel issues and work collaboratively with departmental HR staff to assess and resolve personnel conflicts or disciplinary matters. 

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. 

• Experience supervising administrative or operations staff in a municipal animal shelter or similarly structured environment. 

Reliability – Completes quality work assignments in a timely and efficient manner; fulfills responsibilities and maintains confidentiality as appropriate. 

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 support and direction. 

• Ability to effectively oversee staff with specialized technical expertise by providing direction and accountability. 
• Ability to build and sustain a positive, cohesive team environment within a high-volume municipal shelter setting. 

Teamwork & Interpersonal Skills – Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills. 

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 PROCESS:

The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to all the job specific questions. You must answer all questions to be considered, or your application may be deemed incomplete and withheld from further consideration. Applicants are expected to write their own essays/responses. 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. 

In addition to the online application, please upload a resume and cover letter.  The cover letter should describe how your education and experience makes you the best candidate for this position. Please be sure to include your experience in the following areas: 

• Managing and directing an Animal Shelter operation program; and, 
• Leading a work unit to achieve a common goal. 

Your cover letter should be no more than two pages in length, single spaced and in at least 10-point font.      

If you have questions about the duties of these positions or the selection and hiring process, please contact Britney Mesa at britney.mesa@sanjoseca.gov.