ADMINISTRATIVE ASSOCIATE III
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ADMINISTRATIVE ASSOCIATE III
Salary
$84,801.60 - $103,708.80 Annually
Location
Palo Alto, CA
Job Type
Regular Full-Time
Job Number
202500986
Department
Public Works Department
Opening Date
09/22/2025
Closing Date
10/10/2025 11:59 PM Pacific
Max Number of Applicants
75
Description
Benefits
Questions
Description
About the Position:
Do you like working with numbers, are you accounting minded? Do you enjoy working with Excel worksheets and supporting a team with administrative tasks involving contracts? Do you want to promote transparency and accountability in local government? Are you excited by the opportunity to support a team through detailed administrative work and meaningful public service? If yes, then we encourage you to apply. The Engineering division of Public Works is recruiting for an Administrative Associate III position. The Administrative Associate III supports staff working on capital projects related to Storm Drainage; Structures and Grounds; Parks and Bridges, Streets and Sidewalks; Private Development; and Surveying and Inspection Services. Under minimal supervision the position performs a variety of complex administrative and clerical tasks at an experienced level.
This position may be eligible for a hybrid work schedule with a requirement of three days per week in the office after successful completion of a six-month probationary period, in accordance with the City of Palo Alto's Hybrid Work Schedule policy, subject to department approval and operational needs.
Schedule: Full-time 5/8 Monday through Friday or a 9/80 schedule (with every other Friday off).
Ideal Candidate:
Self-motivated, tenacious, problem-solver, exceptional customer service.
Proficient in Excel and Microsoft Office products.
Experience in basic accounting and budgeting.
General knowledge of purchasing and contract administration.
Attention to detail and meticulous record keeping skills.
Teamwork skills and willingness to learn.
Well organized and adaptable while handling a range of tasks in a supportive, fast-paced work environment.
Essential Duties
Essential and other important responsibilities and duties may include, but are not limited to, the following:
Answer department telephone calls and greet callers and visitors with professionalism and empathy, demonstrating sensitivity to the concerns of the public, monitoring department invoice and project email in-boxes provide clear and accurate information, enter service request from callers into the city's 311 work order software. Update department website pages using OpenCities software program.
Manage and maintain office supplies, order supplies by originating Stores' requisitions and through City Purchasing software program, process supply orders for departments CIP projects, manage and record payments made with city issued credit card through J.P. Morgan's on-line portal for monthly approval process.
Collect and sort daily incoming mail, ensuring it is accurately routed to the appropriate staff or department. Manage department calendars and schedule appropriate conference rooms, maintain department list and records, serve as the department's Record Coordinator.
Manage and process weekly accounts payable, employee reimbursements, enter purchase requisitions in SAP, create SharePoint folders for purchase requisition documentation; create and maintain project billing Excel templates with hyperlinked supporting documents for easy reference.
Assist department Management Analyst with weekly, monthly reporting, and annual Capital Improvement Project (CIP) budget preparation.
Draft, @type, and proofread correspondence, staff reports, and statistical documents from written or oral instructions using Microsoft Office and OneMeeting agenda software; ensure all materials are accurate, complete, and use correct grammar, punctuation, and spelling, and update department web pages.
Assist with preparing and coordinating office mailing intended for distribution to the public.
Click here to review the complete job description for the Administrative Associate III, including essential duties and working conditions. (https://www.governmentjobs.com/careers/paloaltoca/classspecs/793522?page=2&page@type=classSpecifications)
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.
The Selection Process:
Applicants will receive recruitment status notifications via email. Governmentjobs.com account also has notification status updates.
Applicants will be screened throughout the posting process and highly qualified candidates may be invited to interview at any time after the posting closes.
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.
This position is represented by Service Employee International Union (SEIU).Compensation (SEIU): Comprehensive compensation plan, to learn more Click Here (https://www.paloalto.gov/Departments/Human-Resources/Compensation-Labor-Agreements-MOA)
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.
