FULL-TIME ADMINISTRATIVE PROFESSIONAL

Lucie Stern Community Center, 1305 Middlefield Rd, Palo Alto, CA
Job Type: Regular Full-Time
Community Services Department
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. 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; an award-winning municipal golf course; outstanding classes for adults and kids; a vibrant summer camp program for youth; 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. 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.
Strong organizational, time management, and prioritization skills.
Ability to manage multiple deadlines and competing priorities.
Proficiency in managing confidential and sensitive information with discretion.
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.
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.
To review the complete Administrative Assistant job description click here.

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; 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.
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Select the statement that best describes your years of administrative experience?
~ High School Diploma/ GED
Bachelor Degree or Higher