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Job Description
Description
The Planning and Development Services Department is seeking a highly effective Administrative Associate III. This position will provide primary support for various City Boards and Commissions, serving as clerk to these boards, preparing and distributing meeting packets to members, issuing timely public noticing, and ensuring proper meeting preparation. Some of these meetings are in the evening hours, requiring the position to work late hours at least a few times per month. The position will also respond to public records requests, support management and staff, and provide backup for other administrative staff within the department.
This is a fast-paced, dynamic, and innovative work environment, focused on exceptional customer service. The successful candidate will demonstrate a strong work ethic, a desire to learn, and strong interpersonal and communication skills. The candidate will need to foster effective, cooperative working relationships.
About the Department:
The Planning and Development Services (PDS) Department provides the City Council and community with creative guidance and effective implementation of land use development, planning, transportation, housing, and environmental policies, plans and programs in order to maintain and enhance the City's safety, vitality, and attractiveness.
This posting may be used to fill a similar position in another department.
Ideal Candidate
The ideal candidate will be a highly ethical professional with exceptional organizational and interpersonal skills who is comfortable with technology and able to perform a variety of administrative tasks and activities. This includes, but is not limited to:- Producing high quality documents and presentations,
- Issuing public notices,
- Preparing and distributing meeting packets to elected and appointed bodies, like Boards and Commissions,
- Meeting preparation and attendance at hearings (including some nighttime hearings),
- Minutes preparation and note-taking,
- Noticing project filings and decision letters,
- Finalizing record of land use action documents,
- Assisting with contract administration and management,
- Invoice processing and payment,
- Using a credit card for purchasing, and processing reimbursements.
- Juggling priorities based on organizational needs
Essential Duties
Essential and other important responsibilities and duties, depending upon assignment, may include, but are not limited to, the following:- Ongoing office management tasks requiring prioritization and assignment of work for other clerical or secretarial staff, provide technical guidance to same; coordinate information from and act as the liaison for the department.
- Assigned duties consisting of a variety of difficult or complex tasks requiring the frequent use of independent judgment. Such judgment involves a thorough knowledge of department policies, programs, procedures, rules, regulations, and scope of jurisdiction while maintaining confidentiality.
- Prepare or compose from brief oral instruction, written draft, correspondence requiring discrimination and judgment in the selection of data or interpretation of laws, rules, or policies.
- Prepare agenda for policy-making bodies , Boards or Commissions, and provide supportive secretarial services to Commission or Council members as needed.
- Compiles minutes for policy-making bodies, Council, Boards, or Commissions using notes, video, and audio tapes requiring a discernment of context.
- Contact with the public, City or governmental officials, and others requiring tact, diplomacy, and the use of discretion in responding to inquiries.
- Understand, interpret, and apply appropriate rules, regulations and written directions to specific situations.
For full job description, please click HERE.
Knowledge, Skills, and Abilities:- Ability to make sound decisions using good judgment, while performing difficult secretarial and clerical tasks consistent with the essential duties.
- Ability to identify and correct errors in English usage, grammar, and arithmetic calculations.
- Knowledge of modern office practices and procedures, including business correspondence, record keeping systems, microcomputer and other office equipment.
- Knowledge of office coordination principles and protocol.
- Ability to type correspondence and other documents in a variety of formats on a personal computer from clear copy or rough drafts at a speed necessary for successful job performance.
- Ability to use common database query tools to extract and compile data.
- Ability to transcribe meeting minutes or notes into a written format.
- Ability to communicate with others and to assimilate and understand information, in a manner consistent with the essential job functions.
- Ability to operate assigned equipment.
- Ability to use tact and diplomacy to effectively meet and communicate with the public and others.
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 4 years of progressively responsible administrative experience.
Special Requirements:- Specified assignments may require possession of a valid California Driver’s License.
Supplemental Information
More than one position may be filled through this posting.
This recruitment may be used to fill a position in another department.
This position is represented by SEIU. To view the fantastic benefits package, click HERE.
Working Conditions / Physical Requirements:
Work in an office environment; sustained posture in a seated position for prolonged periods of time. Evening meetings are required at least twice per month.
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.
See our Benefits at a Glance Bookletfor more details.
Learn more about our Memorandum of Agreements (MOAs) between the City and its bargaining units, by clicking HERE.
Closing Date/Time: 9/8/2025 11:59 PM Pacific -
ABOUT THE COMPANY
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City of Palo Alto
Show moreThe Community
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. The community's treelined streets and historic buildings reflect its California heritage, and, at the same time, many world-class businesses maintain or started offices here, such as Stanford Health Care and Lucile Packard Children's Hospital, Amazon, Broadcom, Hewlett-Packard, Houzz, Rivian, SAP and SAP Ariba, Tesla, and Varian Medical Systems. Numerous start-ups are also at home in Palo Alto, arguably making it the start-up capital of the world. Stanford University is foundational to the history and prestige of Palo Alto, reflected in the community's dedication to lifelong 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. 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 featuring premium shopping and dining options. Excellent healthcare facilities, performing arts, and diverse recreational opportunities are some of the community's incredibly desirable and cherished amenities. To learn more, visit https://www.paloalto.gov/Departments/City-Manager/Latest-NewsCity Government
Palo Alto is a full-service charter city with a council-manager form of government. The seven-member City Council is elected at large, and the City Council annually selects the Mayor and Vice Mayor from among its members. The Mayor and City Council appoint the City Manager, City Attorney, City Clerk, and City Auditor. The City Manager is responsible for the strategic direction and day-to-day operations of the City. Palo Alto is organized into 15 departments/offices with 1,093.10 authorized positions in FY 2025. There is also a FY 2025 capital budget of $316.2 million. Palo Alto owns and operates its own utilities, including electricity (carbon-neutral), gas, water, wastewater, and an expanding fiber network. This dynamic municipal environment ensures an ever-engaging platform for unique problem-solving and advances new initiatives, including sustainability, broadband, and effective service delivery. Community assets also include five libraries, 36 parks, five community centers, a museum and zoo, youth centers, a general aviation airport, an 18-hole golf course, a regional water treatment plant, and wildland open space preserves at the San Francisco Bay and in the foothills of the Santa Cruz Mountains offering 41 miles of walking/biking trails in addition to its police, fire, and ambulance services. Palo Alto has long been a leader in sustainability, and the City's ambitious greenhouse gas (GHG) emissions reduction goals are part of what sets it apart. Since the City's first Climate Protection Plan was passed in 2007, Palo Alto has set goals that exceed State and Federal targets. Today, the City's goal to reduce emissions 80% below 1990 levels by 2030 (the "80x30" goal) and achieve carbon neutrality by 2030 guides sustainability efforts. An award-winning City, Palo Alto is recognized nationally as innovative and well-managed. City services and performance also receive impressive marks from community members in the Palo Alto Community Survey.
Many of those ratings put City programs and services in the highest percentiles among the hundreds of benchmark cities. Palo Alto makes decisions through comprehensive processes and proactively seeks to involve its extremely informed, educated, and engaged residents. Projects are naturally a cooperative effort among the City Council, Boards, Commissions, Committees, engaged residents, neighborhoods, businesses, property owners, and staff.
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.
Want to learn more about our benefits? Learn more by reviewing our "Benefits at a Glance Booklet."
Contact Us
Phone: 650-329-2376
Email: Recruit@paloalto.gov
Location: City Hall, 1st Floor | 250 Hamilton Ave 94301 | View Map
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