ADMINISTRATIVE ASSOCIATE III - limited term

Job Description:

ADMINISTRATIVE ASSOCIATE III - limited term

Description

Description

Exciting Opportunity - Limited Term Position (up to two years)

The City of Palo Alto's Planning & Development Services Department is seeking a limited-term Administrative Associate III. This is a temporary position, not expected to exceed two years. The position supports the Development Center, the City's one-stop shop for residential and commercial development services. The successful candidate will provide customer service, administrative, financial, operational, and regulatory support to staff, customers, contractors, architects, developers, and partner departments including Planning, Building, Fire, Public Works, and Utilities.

The position serves a critical role in supporting daily Development Center operations, customer service delivery, public records administration, financial processing, state reporting requirements, permit administration, and departmental business operations.

The Position:

The position reports to the Senior Management Analyst responsible for the department's business operations and works closely with the Chief Building Official, Assistant Chief Building Official, Development Center Permit Manager, Inspection Manager, Building Inspection staff, Plan Check staff, Project Coordinators and Fire, Public Works, and Utilities staff.

Responsibilities include but are not limited to providing customer service to members of the public by phone, email, and in person; supporting Development Center operations; 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; and assisting with departmental purchasing and administrative functions.

The position also supports required state reporting programs, coordinates with internal departments and external agencies, assists with permit-related processes, and serves as a liaison between customers, staff, consultants, contractors, and partner agencies. The successful candidate must be able to manage multiple priorities, exercise sound judgment, maintain confidentiality, and communicate effectively with a wide variety of stakeholders.

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

The Ideal candidate:
The ideal candidate is customer service focused, organized, detail-oriented, self-motivated, innovative, collaborative, and a life-long learner, takes initiative and pride in their work, and is passionate about improving processes.

The ideal candidate excels at communicating, staying calm under pressure, and ensures visitors' experience is positive.

The ideal candidate will have strong verbal and writing skills, be knowledgeable in Microsoft software (Word, Excel, PowerPoint, MS Teams) and have the ability to learn various software solutions (Accela, DigiPlan, etc.).

Essential Duties

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

• Ongoing office management tasks requiring prioritization and assignment of work for other clerical or secretarial staff; provide technical guidance to same; coordinate information from and act as the liaison for the department.
• Assigned duties consisting of a variety of difficult or complex tasks requiring the frequent use of independent judgment. Such judgment involves a thorough knowledge of department policies, programs, procedures, rules, regulations, and scope of jurisdiction while maintaining confidentiality.
• Contact with the public, City government officials and others requiring tact, diplomacy, and the use of discretion in responding to inquiries.
• Prepare or compose from brief oral instructions, written draft correspondence requiring discrimination and judgment in the selection of data or interpretation of laws, rules, or policies.
• Establish and maintain confidential files concerned with personnel and/or policy matters; record actions taken on sensitive issues; and is responsible for releasing information to authorized parties.
• Arrange schedule of appointments for supervisor and staff, exercising discretion in committing supervisor’s time and in referring caller or visitor to another appropriate source of information or service.

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

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.

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

The City of Palo Alto is an Equal Opportunity Employer (EEO). In compliance with the American with Disabilities Act (ADA), the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both perspective and current employees to discuss potential accommodations with the employer.

See our Benefits at a Glance Bookletfor more details.
Learn more about our Memorandum of Agreements (MOAs) between the City and its bargaining units, by clicking HERE.

Closing Date/Time: 7/9/2026 11:59 PM Pacific

Salary:

$87,484.80 - $106,849.60 Annually