Full Job Description
The Administrative Services Department (ASD) provides services to the Palo Alto community and internal city staff. With nine divisions, ASD is responsible for the management and administration of City financial matters such as accounting, budget, investments and treasury, as well as SAP program function, real estate, two city warehouses, and printing and mailing.
ASD is seeking an enthusiastic and dedicated professional who can provide a wide range of administrative and analytical tasks to support the department and oversee the administration of day to day work. This position provides direct support to the Chief Financial Officer and others in the Administrative Services Department. The individual in this role must possess a commitment to exceptional service, must work well under pressure, and must respond productively in an environment with rapidly changing priorities. Success in this role requires sound independent judgment, critical thinking, discretion, and clear communication.
A candidate in this position will be responsible for leading, planning, and coordinating administrative, technical, and analytical tasks in support of the Chief Financial Officer. As the lead administrative position, it will oversee the administrative needs of the department including coordinating the administrative support staff within the department. The ability to handle frequent interruptions, manage competing demands, and work effectively and efficiently with a wide variety of stakeholders are critical to the role.
We are looking for a collaborative, creative problem-solver with a passion for innovation and team-work to join our team.
Essential and other important responsibilities and duties may include, but are not limited to, the following:
Serves as a primary resource for City employees, Council members, Board and Commission members, committees and Task Forces, citizens or visitors, answering complex questions regarding policy, procedural, informational or technical inquiries, requiring a thorough knowledge of City and department programs, functions, organizational structure, as well as the use of independent judgment and discretion in the release of confidential or sensitive information.
Leads, plans, and coordinates the administrative, technical, and analytical tasks in support of a department head, Council appointed officer or other equivalent level City official.
Participates in the training of new managers; assists employees with work problems or issues; monitors vacation and sick time.
Prepare documents from notes, rough drafts, oral instructions, memos, transcripts of minutes and reports, and Council or Commission agenda and minutes; edits drafts for composition and grammatical structure.
Maintains departmental or division cost or budgetary records, formulates portions of departmental or division budget requests, uses citywide accounting system (SAP) to monitor budgets, track/research payments, and prepares annual budget request(s); may serve as departmental or division timekeeper.
May be required to create and update information on the internet and intra-net.
Serves as central liaison for department or division locations in the dissemination of information. Relieves department head of certain administrative matters by following up on projects, transmitting information, and keeping managers informed of department activities.
Uses computers, software programs, other technology tools, and office equipment relevant to the department needs to perform a variety of administrative and technical tasks as assigned.
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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 offers its employees a generous benefit package, featuring family medical coverage, retirement, life insurance, plus 12 paid holidays per year. Participation in a Governmental 457 Deferred Compensation Plan Fully paid employee and dependent Dental Plan Fully paid employee and dependent Vision Plan Fully paid Life and AD&D insurance equal to annual salary CalPERs sponsored medical plan with City flat rate contribution Fully paid Life Insurance equal to one-times annual salary Voluntary Supplemental Life Insurance Long Term Disability plan 12 annual paid holidays Two to five weeks vacation annually depending on years of service per MOA 96 hours annual sick leave Direct Deposit Flexible Spending Account for Healthcare and Childcare expenses Paid Parental Leave – Six weeks of Parental Leave at 100% of salary, for the first twelve-month period, immediately following the birth, adoption or placement of a child with the employee.Some Management classifications may qualify for 80 hours of Management Leave Professional development reimbursementPublic Employees' Retirement System (PERS) 2% at 60 formula for Classic Misc Employees, one-year calculation for final compensation 2% at 62 formula for New Misc CalPers Members, three year calculation for final compensation 3% at 50 formula for Classic Safety Employees, one-year calculation for final compensation 3% at 55 formula for New Safety CalPers Members, three year calculation for final compensation Retiree Medical benefits for employee and dependents according to Retiree Medical GroupPlease note: The City does not participate in CA State Disability Insurance (SDI) or Social Security. Since they City does not participate in SDI, City employees are not eligible to claim against the State's Pregnancy Disability Leave or Paid Family Leave programs.