Administrative Assistant

Administrative Assistant

The Community Services Department is seeking an enthusiastic and dedicated professional who can complete a wide range of administrative and analytical tasks to support and oversee the administration of day-to-day work and participate in or lead special projects. The Administrative Assistant provides direct support to the respective department Directors and other management staff. Individuals in the Administrative Assistant role must possess a commitment to exceptional customer service, work well under pressure, and respond productively in an environment with rapidly changing priorities. Success in this role requires sound independent judgment, critical thinking, discretion, and clear communication.

The Community Services Department (CSD) is a high-achieving department dedicated to engaging individuals and families in creating a strong and healthy community through parks, open space, recreation, arts, and sciences. The department plays a vital role in Palo Alto by managing dozens of community parks; thousands of acres of open space; 40 miles of hiking trails; an award-winning municipal golf course; outstanding classes for adults and kids; a vibrant summer camp program for youth; exceptional public art program; two museums; three theaters; an aquatics program; athletic fields; community centers and much more. The services offered by CSD are highly valued by the community and are supported by two commissions and five non-profit partners.

The ideal candidate is a highly organized and detail-oriented professional who can work independently while managing multiple priorities in a fast-paced environment. They possess strong communication and interpersonal skills, enabling them to effectively collaborate with staff, leadership, and the public.

The successful candidate is a proactive problem solver who takes initiative, demonstrates sound judgment, and can confidently lead projects and administrative processes with minimal supervision. They are resourceful, adaptable, and able to identify solutions to challenges while maintaining a high level of customer service.

Key attributes include:

• Strong attention to detail and accuracy.
• Ability to work independently and exercise good judgment.
• Excellent verbal and written communication skills.
• Effective problem-solving and critical-thinking abilities.
• Initiative and willingness to take ownership of responsibilities.
• Proactive and resourceful approach to completing work.
• Strong organizational, time management, and prioritization skills.
• Ability to manage multiple deadlines and competing priorities.
• Collaborative mindset with the ability to build positive working relationships.
• Proficiency in managing confidential and sensitive information with discretion.

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Manage executive and departmental calendars, coordinate meeting schedules, and ensure timely communication of appointments, deadlines, and events.
• Prepare meeting agendas, compile supporting materials, record action items, and coordinate recurring departmental and other meetings.
• Serve as the department's primary administrator and super user for the CivicRec registration system, supporting program registration, enrollment management, camps, classes, and customer inquiries.
• Perform data entry, analysis, reporting, and data manipulation to support departmental operations, program planning, budgeting, and decision-making.
• Coordinate the development and production of the department's quarterly program catalog, including gathering program information, reviewing schedules, ensuring accuracy of content, and preparing materials for publication.
• Work closely with multiple program areas and department personnel to coordinate activities, communicate updates, and support the successful delivery of programs and services.
• Manage two community grant programs, including reviewing and approving applications, dispersing funds and tracking program budgets.
• Generate reports and maintain records related to program participation, registrations, revenue, and operational performance.
• Provide administrative and technical support for special projects, events, and departmental initiatives as assigned.

Sufficient education, training and/or work experience to demonstrate possession of the following knowledge and skills, which would typically be acquired through: Equivalent to the completion of an Associate Degree and six years responsible, full-time administrative experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Associate's Degree is preferred.

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.

The Selection Process:

• The screening process for this position may include a practical and/or written exam, panel interviews preceding final interviews with the hiring manager or their designee.
• Recruitment status notifications will be sent via email or text (please enroll in text alerts when applying). Updates can also be found on your governmentjobs.com account.