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Administrative Associate III

Company: City of Palo Alto
Location: Palo Alto
Posted on: January 17, 2020

Job Description:

Administrative Associate IIIPrintApplyAdministrative Associate IIISalary$66,456.00 - $81,577.60 AnnuallyLocationPalo Alto, CAJob TypeRegular Full-TimeDepartmentAdministrative Services DepartmentJob Number201901278Closing1/27/2020 11:59 PM Pacific

  • Description
  • Benefits
  • QuestionsDescriptionDESCRIPTION:Located in the heart of Silicon Valley, Palo Alto is home to global technology and business leaders, startups, Stanford University, and a highly educated and engaged constituency. The City is committed to cultivating a creative and progressive economy and is actively engaged in making a difference both locally and globally. At the City of Palo Alto, you will join a culture that strives for excellence and encourages leadership, new ideas, and creative solutions.As part of the City of Palo Alto's Administrative Services Department you will work alongside a highly collaborative team that reinforces City initiatives by acting as the central resource for financial and organizational strategy. As part of the administrative team for the Department, the candidate will step in to provide as-needed administrative assistance to various divisions, including the Office of Management and Budget (OMB), Real Estate, Accounting, and Treasury.In the Administrative Services Department, we encourage team members to take on new challenges that facilitate professional development. Though generally responsible for administrative support functions, the individual selected will also be exposed to all facets of the City's operations and will have a unique opportunity to contribute to special studies through financial, organizational, and policy analysis of programs.We are seeking an enthusiastic professional that is able to accomplish a wide range of administrative support tasks while maintaining diverse responsibilities. The individual in this role must possess a commitment to exceptional service, must work well under pressure, and must respond productively in an environment with rapidly changing priorities. Success in this role requires sound judgment, critical thinking, discretion, and exceptional attention to detail. We are looking for a collaborative, creative problem-solver with a passion for innovation and teamwork to join our team.IDEAL CANDIDATE:
    • Team player with a positive attitude, strong work ethic, curiosity, and humility.
    • Exceptional relationship-building skills to deal effectively with individuals at all levels of responsibility and authority.
    • Adaptable and resourceful in a dynamic environment.
    • Superior written and oral communication skills, including the ability to identify and correct errors in English usage, grammar, and arithmetic calculations.
    • Master multi-tasker: ability to work effectively under pressure, multi-task, and organize work flow to deliver high-quality products within established deadlines.
    • Detail-oriented with strong problem solving skills.
    • Self-starter: can take projects of various size and complexity through to successful completion.
    • Ability to stay on top of new tools and technologies with an interest and passion to constantly learn; proficiency in MS Office suite, Adobe Framemaker and Acrobat.Essential DutiesEssential and other important responsibilities and duties may include, but are not limited to, the following:
      • Provides high-quality administrative, clerical, and professional support.
      • Develop and assist with preparation of memos, letters, reports, presentations, and other documents, including confidential correspondence. Responsible for proofreading documents for proper grammar, punctuation, spelling, formatting, and recommending improvements.
      • Manage Outlook calendars, including scheduling meetings, organizing on-site meetings, events and trainings, screening and forwarding of phone calls, and notification of appointments. Ensure the maximization of available time while maintaining awareness of long-term commitments; prioritize obligations around changing deadlines.
      • Monitor department or division budgetary expenditures and records; formulate, type, and prepare portions of department or division annual budget request(s).
      • Establish, maintain, revise, and update department or division filing systems.
      • Establish and maintain assignment or correspondence control logs, follow-up with appropriate staff members to ensure timely responses.
      • Compile minutes for policy-making bodies, Boards or Commissions, and provide supportive secretarial services to Commission or Council members as needed.
      • Serve as a resource for staff regarding policy, procedure, and informational or technical inquiries.Minimum QualificationsAny 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 minimum four years prior directly relevant experience performing high-level administrative supportSpecial Requirements:Specified assignments may require possession of a valid California Driver's License.

Keywords: City of Palo Alto, San Francisco , Administrative Associate III, Administration, Clerical , Palo Alto, California

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