Management Assistant

Management Specialist

The City of Palo Alto is seeking a highly organized, customer-focused Management Specialist to provide advanced administrative and program support for Human Services. This position performs a variety of complex administrative duties, including supporting programs, contracts, budgets, public meetings, and department operations while handling confidential information with professionalism and discretion. This is an excellent opportunity for a detail-oriented professional who enjoys working in a collaborative environment and supporting programs that serve the community.

The successful candidate is organized, adaptable, and committed to providing exceptional customer service. They will demonstrate the ability to:

• Manage multiple priorities while meeting deadlines.
• Exercise sound judgment and maintain confidentiality.
• Prepare accurate reports, correspondence, and meeting materials.
• Support contracts, budgets, records, and administrative processes.
• Work effectively with City staff, community partners, and the public.
• Utilize Microsoft Office and enterprise systems to manage data and workflows.

Work Schedule:

• Monday-Friday with a 9/80 work schedule option.
• Typical hours are 7:30 a.m. – 5:30 p.m. with flexibility.
• Hybrid work environment based at Cubberley Community Center.
• One evening Human Relations Commission meeting per month (overtime eligible).

Responsibilities include, but are not limited to:

• Provide advanced administrative and program support for Human Services programs and initiatives.
• Prepare and maintain reports, records, correspondence, contracts, and other administrative documents.
• Respond to inquiries from City staff, community partners, and the public.
• Track budgets, purchase orders, invoices, and contract compliance.
• Coordinate public meetings by preparing agendas, packets, notices, and related materials.
• Maintain electronic records, databases, and spreadsheets while ensuring data accuracy and confidentiality.
• Conduct research, compile data, and assist with reports and special projects.
• Support department communications, website updates, and other administrative functions as assigned.

The ideal candidate will possess knowledge of administrative practices, recordkeeping, customer service, and modern office technology. Successful candidates will have the ability to organize and prioritize competing assignments, communicate effectively both verbally and in writing, prepare professional documents and reports, analyze and maintain data, work independently and collaboratively, and quickly learn City procedures and enterprise systems.

Sufficient education, training and/or work experience to demonstrate possession of the following knowledge, skills, and abilities which would typically be acquired through:

• College graduate, with degree in public or business administration or field related to specific assignment. and
• One or more year's experience in a staff capacity working with a public agency is desirable.

Experience in one or more of the following areas is preferred:

• A bachelor's degree in Public Administration, Business Administration, or a closely related field.
• One (1) year of increasingly responsible administrative or staff experience; experience working in a public agency or local government environment is highly desirable.
• Human Services, community services, local government, or public sector administration.
• Contract administration, including purchase orders, invoice processing, and compliance tracking.
• Budget tracking, expenditure monitoring, and administrative reporting.
• Agenda preparation, meeting coordination, and support for public meetings or commissions.
• Electronic records management and document organization.
• Website content management, online forms, or public information updates.
• Enterprise systems such as SAP, SharePoint, ERP, HRIS, or similar business applications.
• Microsoft Office Suite, particularly Excel, Word, and Outlook, including spreadsheet management and basic data analysis.

This position is represented by Service Employee International Union (SEIU). Compensation (SEIU): Comprehensive compensation plan. The Selection Process may include written exams, panel interviews and practical assessments preceding final interviews with the hiring manager or their designee. Interviews and assessment(s) may be tentatively scheduled between July 13 - July 31. 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.