Administrative Associate III
Company: City of Palo Alto
Location: Palo Alto
Posted on: January 17, 2020
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
- 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
- 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
- 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
- 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
- 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
- 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
- Establish and maintain assignment or correspondence control
logs, follow-up with appropriate staff members to ensure timely
- 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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