Administrative Associate II (Public Works Department)

Description:

The City's Public Works Department seeks individuals eager to collaborate with a dedicated team, united by a passion for public service.

The Public Works Department is integral to the community, striving to provide quality services with commitment, courtesy, and pride. We aim for efficient, cost-effective, and environmentally responsible services to enhance Palo Alto's appeal. This crucial position emphasizes superior customer service and administrative support, including invoice processing, data entry, supply ordering, appointment scheduling, citizen service requests, ordinance inquiries, contract administration, and front-desk support.

We are seeking an experienced professional with strong work ethic, excellent interpersonal and communication skills, and a desire to learn. This position supports the Urban Forest team, responsible for city-owned tree maintenance, vegetation clearance, and Urban Forest Master Plan implementation. Successful candidates will build effective relationships with city staff, public agencies, and citizens.

For more information about the City's Public Works Department, clickHERE.

Schedule Options:

• Monday

• Thursday: 7:00 am

• 4:30 pm / Friday: 7:00 am

• 3:30 pm (full week)

• Monday

• Thursday: 7:00 am

• 4:30 pm (9/80 with every other Friday off)

Note: This position is on-site, full time.

This position is represented by Service Employee International Union (SEIU).

Benefits:Fantastic benefits package! To learn more, clickHERE.

Compensation (SEIU):Comprehensive compensation plan. To learn more, clickHERE.

Essential Duties:

Depending upon assignment, essential duties and other important responsibilities may include, but are not limited to, the following:

• Handle incoming telephone calls and visitors with tact and judgment, directing them to the appropriate information source and providing explanations of policies and procedures as needed.

• Attend divisional meetings, take notes, and prepare reports on proceedings, including transcription of dictations if required.

• Coordinate appointments, meetings, and travel arrangements, including contacting participants and arranging necessary materials and locations.

• Utilize department or city-wide software to process purchase orders and payments, resolving any discrepancies in material receipts.

• Operate office equipment such as PCs, telephones, calculators, copy machines, and potentially two-way radios.

• Be available for work during inclement weather and emergency situations, which may include night-time and weekend shifts.

To see the full job description for Administrative Associate II, please clickHERE.

Minimum Qualifications:

A combination of education and experience that would reflect possession of the required knowledge, skills, and abilities. A typical combination would include the following:

• Equivalent to graduation from high school and three (3) years of progressively responsible administrative experience.

Special Requirements:

Specified assignments may require possession of a valid California Driver's License.

Desirable Experience:

• One (1) year of general clerical and typing experience

• MS Office proficiency (Word, Excel, PowerPoint)

• Outlook proficiency

• Customer service

• College degree

• SAP experience

• TreeKeeper experience

Supplemental Information:

Eligible List Information:

A departmental open eligibility list will be created, which may be utilized for six months after its establishment to fill additional vacancies for the position of Administrative Associate II that may occur.

The Hiring Process:

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

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.

Working Conditions / Physical Requirements:

Work in an office environment; sustained posture in a seated position, answering of phones, and prolonged periods of typing; travel to various City facilities may be required.

EEO/ADA:

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.