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Administrative Associate II

City of Palo Alto • Palo Alto, CA • 4h ago

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Administrative Associate II

Salary

$81,785.60 - $99,840.00 Annually

Location

Palo Alto, CA

Job Type

Regular Full-Time

Job Number

202601393

Department

Fire Department

Opening Date

05/01/2026

Closing Date

5/10/2026 11:59 PM Pacific

Description

Benefits

Questions

Description

We are seeking a skilled, highly organized, and motivated Administrative Associate II to support the Fire Department operations team. This role is critical in ensuring efficient administrative functions and serving as a key link in supporting the department's mission.

Under minimal supervision, performs a variety of complex secretarial and clerical tasks at the experienced level. Receives general direction from an assigned supervisor or manager and may assign work to temporary staff.

This position is the second level within the Administrative Associate series. It is distinguished from the Administrative Associate I classification by the performance of more complex and difficult assignments with minimal supervision. The role requires a higher degree of discretion and independent judgment, as errors may have significant consequences when interacting with the public, employees, or external agencies. It differs from the Administrative Associate III classification, which is responsible for the most technical and specialized duties.

Ideal Candidate Profile

We are looking for someone who:

Is a proactive "go-getter" who takes initiative and ownership of tasks

Brings an innovative mindset and looks for ways to improve processes

Is flexible, adaptable, and easy to work with in a team environment

Demonstrates strong organizational and administrative skills

Exercises sound judgment and handles sensitive information with discretion

Communicates effectively and works well with a variety of stakeholders

Is comfortable working across multiple systems and managing competing priorities

Work Schedule & Flexibility

9/80 work schedule with every other Friday off

Hybrid work model: 3 days in-office and 2 days remote

Training period schedule may vary based on departmental needs

To learn more about the Fire Department click here. (https://www.paloalto.gov/Departments/Fire)

Essential Duties

Essential duties may include, but are not limited to:

Provide administrative support to Fire Department operations and divisional staff

Serve as a central point of contact, supporting communication and coordination across teams

Answer and screen telephone calls and visitors, providing information and directing inquiries appropriately

Compose, proofread, and edit correspondence, reports, and other documents for accuracy and clarity

Research and compile information; develop forms and tools to support data collection

Attend meetings, take notes, and prepare summaries or reports

Schedule appointments and meetings; coordinate logistics, materials, and travel arrangements

Maintain office supply inventory and process purchase orders through City systems

Utilize department or city-wide software applications to process payments, verify receipts, and resolve discrepancies

Establish and maintain organized filing systems and records

Generate and maintain administrative, statistical, and numerical reports

Monitor and reconcile accounts as assigned

Support timekeeping and payroll processes, including reviewing and submitting time records

Operate standard office equipment, including computers, phones, and copiers; may operate a two-way radio

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 3 years of progressively responsible administrative experience.

SPECIAL REQUIREMENTS:

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

Supplemental Information

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

Compensation (SEIU) :Comprehensive compensation plan, to learn more click HERE. (https://www.cityofpaloalto.org/Departments/Human-Resources/Labor-Agreements-and-Salary-Schedules)

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.

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