Adminstrative Associate III

Salary : $87,484.80 - $106,849.60 Annually
Location : Development Center, 285 Hamilton Ave, Palo Alto, CA
Job Type: Regular Full-Time
Job Number: 202601412
Department: Planning and Development Services
Opening Date: 06/11/2026
Closing Date: 6/18/2026 11:59 PM Pacific


Description
This vacancy is a promotional opportunity for current Planning and Development Services staff only.

The Planning & Development Services Department is seeking a full-time Administrative Associate III. This position supports the Development Center, the City's one-stop shop for residential and commercial development services. The successful candidate will provide excellent customer service, administrative, financial, operational, and regulatory support to staff. The position will work with customers, contractors, architects, developers, and partner departments including Fire, Public Works, and Utilities.

The Position :

The Administrative Associate III serves a critical role in supporting daily Development Center operations, customer service delivery, public records administration, financial processing, state reporting requirements, and permit administration. The position reports to the Senior Management Analyst but also works closely with the Chief Building Official, Assistant Chief Building Official, Development Center Manager, and other managers and staff.

For the complete Administrative Associate III position description, click HERE.

Essential Duties
Essential Duties include, but are not limited to:

• Providing superior customer service;
• Administering Public Records Requests and subpoenas;
• Coordinating Use & Occupancy Certificates;
• Processing refunds, invoices, returned payments, and other financial transactions;
• Supporting employee onboarding activities;
• Coordinating fleet and facility-related functions;
• Maintaining records and operational tracking systems;
• Assisting with departmental purchasing and administrative functions;
• Coordinating with other staff, departments, and external agencies.

The Ideal candidate:

• Is customer service focused, providing excellent customer service in person, by phone, and by email;
• Excels at communication and stays calm under pressure;
• Is detail oriented and takes pride in their work;
• Exhibits superior organization skills;
• Has strong written and verbal skills and the ability to learn various software solutions (Accela, DigiPlan, etc);
• Is able to manage multiple priorities, exercise sound judgement, and maintain confidentiality.

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

More than one position may be filled by this posting. Benefits: Fantastic benefits package! To learn more, click HERE

Compensation (SEIU): Comprehensive compensation plan. To learn more, click HERE.
See our Benefits at a Glance Booklet for more details.
Learn more about our Memorandum of Agreements (MOAs) between the City and its bargaining units, by clicking