Administrative Associate II (Utilities Department)
Salary: $79,248.00 - $96,865.60 Annually
Location: Palo Alto, CA
Job Type: Regular Full-Time
Job Number: 202501011
Department: Utilities Department
Opening Date: 08/12/2025
Closing Date: 8/20/2025 11:59 PM Pacific
The Position
The City of Palo Alto Utilities Department has an exciting opportunity for you to join our team! We are looking for a skilled and driven administrative support professional with a proven track record of managing high-priority, confidential assignments and providing essential support to teams in fast-paced, dynamic environments. In this role, you will build strong working relationships, coordinate a variety of time-sensitive tasks, and serve as a key resource for the Operations team.
Ideal Candidate
The successful candidate will demonstrate strong interpersonal and communication skills and the ability to work effectively with staff at all levels. They will maintain strict confidentiality when handling highly sensitive documents or situations, applying sound professional judgment consistent with the essential job duties. Additionally, they will be able to handle frequent interruptions, manage competing demands, and work efficiently with a diverse range of stakeholders.
The ideal candidate will possess the following attributes:
- Proficiency in Microsoft Office Suite and SAP knowledge is highly desirable.
- Excellent communication skills, both written and verbal.
- Ability to prioritize projects and have strong problem-solving skills.
- Ability to multi-task and work with all levels of staff.
Benefits: The City offers a fantastic benefits package that includes affordable healthcare plans, generous retirement packages, paid parental leave, convenient commuter programs and more!
Compensation (SEIU): Comprehensive compensation plan.
Schedule: 9/80 work schedule (with every other Friday off).
This position is represented by the Service Employees International Union (SEIU).
More than one position may be filled through this posting.
Essential Duties: Essential and other important responsibilities and duties may include but are not limited to following, depending on assigned operations and functional areas:
- Provides administrative support such as tracking assignments, coordinating special projects, following up on status of work, responding and/or referring inquiries to the appropriate staff from City, external agencies, and the general public.
- Manages the office day-to-day operations, answers and screens telephone calls and visitors using tact and judgment in making referral to appropriate source of information, give information and explain policies, procedures or regulations in response to inquiries, using knowledge of organization and its functions.
- Acts as division time verifier and liaison to payroll, checks for input and approval of time entry for the division to ensure completion by payroll's set timelines.
- Arranges appointments or meeting schedules as requested, contacts participants and arranges for location and required materials, makes travel arrangements for staff members' attendance at conference or seminars.
- Utilize department or city-wide software applications (SAP) to process purchase orders and payments; verify receipt of materials and resolve discrepancies.
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: Possession of a valid California Driver's License.
Supplemental Information: The Selection Process: Applicants will receive recruitment status notifications via email (governmentjobs.com account also has notification status updates). The screening process for this position may include a virtual recorded interview, written examination, and/or panel interviews preceding final interviews with the hiring manager or their designee.
Technical Support: 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.
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.