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Job Description
Description:
Join the City of Palo Alto's Administrative Services Team:
Where Your Expertise Drives City Excellence
About the Opportunity
The City of Palo Alto's Administrative Services Department (ASD) is seeking an Administrative Associate II to join our dynamic team. This full-time position offers a unique opportunity to contribute to the heart of our community services in Silicon Valley. In this role, you'll perform complex administrative and fiscal duties, supporting operations across multiple ASD divisions. You'll collaborate closely with our leadership team, manage critical administrative tasks, assist with fiscal processes, and ensure smooth departmental communication.
About the Administrative Services Department (ASD)
The Administrative Services Department (ASD) provides proactive financial and analytical support to City departments and decision-makers, ensuring the optimal use of City resources. ASD is dedicated to delivering excellent customer service to decision-makers, the public, employees, and City departments. The department offers analytical, organizational, and administrative support for a diverse range of projects, responsibly recording, monitoring, and protecting City assets. Additionally, ASD fosters a culture of collaboration, innovation, and critical thinking. Learn more about the City's Administrative Services Department .
Who We're Looking For
We seek a highly skilled and motivated professional with:
- Exceptional organizational and multitasking abilities
- Strong written and verbal communication skills
- Proficiency in various software applications
- Dedication to outstanding customer service
- Meticulous attention to detail
- Ability to work independently and collaboratively
- Proactive problem-solving approach
Joining our team opens doors to a fulfilling career in public service. You'll have the opportunity to:- Develop your skills in an innovative, supportive environment
- Play a crucial role in supporting operations and ensuring efficient delivery of services to the community and our internal customers.
- Make tangible impacts on our City's financial health and operational efficiency
- Advance your career within the public sector
Ready to make an impact? Click APPLY today!
Essential Duties:
Essential and other important responsibilities and duties may include, but are not limited to, the following:
- Answer and screen telephone calls and visitors using tact judgment in making referral to appropriate source of information; give information and explain policies, procedures or regulations in response to inquiries, using knowledge of organization and its functions.
- Arrange appointment or meeting schedules as requested; contact participants and arrange for location and required materials.
- Transcribe information from draft or oral instructions to compose correspondence, staff reports, and statistical or numerical reports using word processing applications, proof work for grammar, spelling and punctuation.
- Utilize department or city-wide software applications to process purchase orders and payments; verify receipt of materials and resolve discrepancies.
- Establish and maintain filing systems for documents, correspondence, reports or other material.
- Other duties as assigned
Minimum Qualifications:
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:- Equivalent to graduation from high school and 3 years of progressively responsible administrative experience.
- Specified assignments may require possession of a valid California Driver’s License.
Supplemental Information:
The Selection Process:- Applicants will receive recruitment status notifications via email. Governmentjobs.com account also has notification status updates.
- Applicants will be screened throughout the posting process and highly qualified candidates may be invited to interview at any time after the posting closes.
- The screening process for this position typically may include a virtual recorded interview and/or panel interviews preceding final interviews with the hiring manager or their designee.
Eligibility List: An eligibility list may be created from this announcement and will remain valid for up to one year from the posting date. This list can be utilized to fill any citywide vacant position within the Administrative Associate classification series. The Human Resources Department will oversee the list, and the Human Resources Director has the authority to either terminate or extend it as needed.
Our online application system is provided by NeoGov . If you have problems while applying online, please contact NeoGov's Live Applicant Support at (855) 524-5627 between 6:00 AM and 5:00 PM Pacific Time, Monday - Friday.
This position is represented by Service Employee International Union (SEIU).
The City of Palo Alto is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
For more details visit our Careers Page, by clicking HERE.
Learn more about our Memorandum of Agreements (MOAs) between the City and its bargaining units, by clicking HERE.
Closing Date/Time: 10/27/2024 11:59 PM Pacific -
ABOUT THE COMPANY
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City of Palo Alto
Show morePalo Alto is located about 35 miles south of San Francisco; and 14 miles north of San Jose. Palo Alto, known as the “Birthplace of Silicon Valley” and global center of technology and innovation, is the corporate headquarters for many world-class companies and research facilities such as VMWare, Hewlett-Packard, IDEO, Tesla, and Skype. Home to Stanford University and a top-ranked public school system, Palo Alto also features beautiful and historic residential neighborhoods, vibrant shopping and retail districts.
Palo Alto has a highly educated and culturally sophisticated citizenry that is actively engaged in making a difference both locally and globally. Unique among city organizations, Palo Alto operates a full-array of services including its own gas, electric, water, sewer, refuse and storm drainage provided at very competitive rates for its customers.
The birthplace of Silicon Valley, Palo Alto, is a community of approximately 68,000 residents and nearly 100,000 jobs. Located on the mid-Peninsula between San Francisco and San Jose, Palo Alto is recognized worldwide as a leader in cutting-edge technology, medicine, and green innovation. Many world-class businesses maintained or started offices here, including Amazon, Tesla, Hewlett Packard, Palo Alto Medical Foundation, Rivian, Lucile Packard Children’s Hospital, SAP Ariba, Houzz, Varian Medical Systems, and VMware. Numerous start-ups are also at home in Palo Alto, arguably making it the startup capital of the world.
Stanford University is foundational to the history and prestige of Palo Alto, reflected in the community’s dedication to life-long learning. Stanford’s cultural and educational offerings are integral to the vibrancy and charm of Palo Alto, while the City’s exceptional K-12 school district ranks among the top public school systems in the country. With more than 50% of adult residents holding a graduate degree or higher, Palo Alto is frequently listed as one of the most educated cities in the nation.
Home to picturesque tree-lined streets, bike lanes, and historic buildings that reflect its California heritage, Palo Alto boasts a genuine sense of community and an active citizenry with strong environmental values. Beautiful neighborhoods are complemented by vibrant commercial corridors and a bustling economy with premium shopping and dining options. Excellent health care facilities, performing arts, and diverse recreational opportunities are just some of this incredibly desirable community’s cherished amenities.
Join an Award Winning Team
Palo Alto is an award-winning City recognized nationwide as innovative and well-managed. Palo Alto is one of a small number of California cities with a AAA bond rating. Recently, Palo Alto became one of the most livable cities in the U.S. by Livability.com. It's the only city to receive the Platinum Beacon Award in sustainability best practices by California’s Institute for Local Government.
We offer a variety of career paths that relate to building and improving communities. The City has fourteen departments employing 1,000 full-time staff. Police officers, fire fighters, paramedics, and building inspectors keep us safe. Engineers and public works staff build and re-build the physical infrastructure. City planners help envision and shape future community growth. Recreation, arts and library professionals enhance community life. Utilities provides electric, gas, water, sewer and other services. Internal services departments help manage, staff, and protect the City.
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