ADMINISTRATIVE ASSOCIATE III

Job Description:

ADMINISTRATIVE ASSOCIATE III

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

Salary:

$84,801.60 - $103,708.80 Annually