Administrative Assistant

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　　Administrative Assistant

　　Salary

　　$70,096.00 - $105,144.00 Annually

　　Location

　　Palo Alto, CA

　　Job Type

　　Regular Full-Time

　　Job Number

　　202400369

　　Department

　　Planning and Community Environment

　　Opening Date

　　01/23/2024

　　Closing Date

　　2/7/2024 11:59 PM Pacific

　　Description

　　Benefits

　　Questions

　　Description:

　　The Position

　　Palo Alto’s Planning and Development Services Department is seeking an experienced Administrative Assistant who is highly motivated and enjoys working in a dynamic and fast-paced environment. This position provides executive-level support to the Director of Planning and Development Services, and key responsibilities include: scheduling and maintaining calendars; coordinating staff report management; overseeing department-wide public records requests; supporting boards and commissions; and managing administrative departmental activities. The selected candidate will coordinate with staff at all levels, elected and appointed officials, and other departments to successfully provide administrative support to the Director.

　　The position also provides general administrative support, which may include: editing and formatting staff reports for City Council or other decision-making bodies; managing the director's emails; meeting set-up and preparation; making arrangements for refreshments and meals; organizing travel arrangements; managing sensitive records; providing information to the public; purchasing; tracking budgets; processing travel reimbursements; completing data entry; gathering and organizing information; and, other administrative projects such as managing repositories. This position may require flexibility in working hours to meet operational needs and may require occasional evening meetings. This position may also supervise other administrative support staff.

　　Planning and Development Services

　　Planning & Development Services provides the City Council and community with creative guidance and effective implementation of land use development, planning, housing and environmental policies and programs in order to maintain and enhance the City’s safety, vitality, and attractiveness. The department is also the resource for homeowners, businesses, designers, and contractors in building safe, healthy and sustainable buildings that comply with applicable codes and regulations. The department is one of the most public-facing in the City, seeking to provide superior customer service to the public.

　　To learn more about the department, click HERE (https://www.cityofpaloalto.org/Departments/Planning-Development-Services)

　　To learn more about the City of Palo Alto, click HERE. (https://www.cityofpaloalto.org/Home)

　　Ideal Candidate

　　The ideal candidate for this management level position has the following experience and characteristics:

　　• Highly organized and experience working in a face-paced environment

　　• Ability to multitask effectively and thoroughly follow through on assignments

　　• Exhibits a strong attention to detail

　　• Skilled written and oral communicator who displays tact and diplomacy

　　• Consistently exhibits discernment, good judgement, and discretion

　　• Proactive problem solver who takes imitative and is resourceful

　　• Budget and contract experience, including tracking terms and contract balances, reviewing and paying invoices

　　• Experience with Microsoft Office Suite, including Word, Excel, and Power Point

　　• Has supervisory experience

　　Essential Duties:

　　The job description can be found HERE. (https://www.governmentjobs.com/careers/paloaltoca/classspecs/810726?keywords=administrative%20assistant&pagetype=classSpecifications)

　　Supplemental Information:

　　More than one position may be filled through this posting.

　　Benefits: Fantastic benefits package, details can be found HERE

　　The City of Palo Alto is an Equal Opportunity Employer (EEO). In compliance with the American with Disabilities Act (ADA), the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both perspective and current employees to discuss potential accommodations with the employer.

　　The Selection Process:

　　Applicants will receive email recruitment status notifications. Governmentjobs.com account also has notification status updates.

　　Depending on the number of qualified applications received, the examination process may consist of supplemental questions, online assessment, written examination, practical performance, oral examination, or any combination to determine which candidate will move forward in the hiring process.

　　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.

　　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.