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Job Description
Description
We are seeking a skilled, highly organized, and motivated Administrative Associate II to support the Fire Department operations team. This role is critical in ensuring efficient administrative functions and serving as a key link in supporting the department’s mission.
Under minimal supervision, performs a variety of complex secretarial and clerical tasks at the experienced level. Receives general direction from an assigned supervisor or manager and may assign work to temporary staff.
This position is the second level within the Administrative Associate series. It is distinguished from the Administrative Associate I classification by the performance of more complex and difficult assignments with minimal supervision. The role requires a higher degree of discretion and independent judgment, as errors may have significant consequences when interacting with the public, employees, or external agencies. It differs from the Administrative Associate III classification, which is responsible for the most technical and specialized duties.
Ideal Candidate Profile
We are looking for someone who:- Is a proactive “go-getter” who takes initiative and ownership of tasks
- Brings an innovative mindset and looks for ways to improve processes
- Is flexible, adaptable, and easy to work with in a team environment
- Demonstrates strong organizational and administrative skills
- Exercises sound judgment and handles sensitive information with discretion
- Communicates effectively and works well with a variety of stakeholders
- Is comfortable working across multiple systems and managing competing priorities
- 9/80 work schedule with every other Friday off
- Hybrid work model: 3 days in-office and 2 days remote
- Training period schedule may vary based on departmental needs
Essential Duties
Essential duties may include, but are not limited to:- Provide administrative support to Fire Department operations and divisional staff
- Serve as a central point of contact, supporting communication and coordination across teams
- Answer and screen telephone calls and visitors, providing information and directing inquiries appropriately
- Compose, proofread, and edit correspondence, reports, and other documents for accuracy and clarity
- Research and compile information; develop forms and tools to support data collection
- Attend meetings, take notes, and prepare summaries or reports
- Schedule appointments and meetings; coordinate logistics, materials, and travel arrangements
- Maintain office supply inventory and process purchase orders through City systems
- Utilize department or city-wide software applications to process payments, verify receipts, and resolve discrepancies
- Establish and maintain organized filing systems and records
- Generate and maintain administrative, statistical, and numerical reports
- Monitor and reconcile accounts as assigned
- Support timekeeping and payroll processes, including reviewing and submitting time records
- Operate standard office equipment, including computers, phones, and copiers; may operate a two-way radio
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 3 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 Service Employee International Union (SEIU).
Compensation (SEIU) :Comprehensive compensation plan, to learn more click HERE.
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.
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: 5/10/2026 11:59 PM Pacific -
ABOUT THE COMPANY
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City of Palo Alto
Show moreThe Community
The birthplace of Silicon Valley, Palo Alto, is a community of approximately 68,000 residents and nearly 100,000 jobs. Located on the mid-Peninsula between San Francisco and San Jose, Palo Alto is recognized worldwide as a leader in cutting-edge technology, medicine, and green innovation. The community's treelined streets and historic buildings reflect its California heritage, and, at the same time, many world-class businesses maintain or started offices here, such as Stanford Health Care and Lucile Packard Children's Hospital, Amazon, Broadcom, Hewlett-Packard, Houzz, Rivian, SAP and SAP Ariba, Tesla, and Varian Medical Systems. Numerous start-ups are also at home in Palo Alto, arguably making it the start-up capital of the world. Stanford University is foundational to the history and prestige of Palo Alto, reflected in the community's dedication to lifelong learning. Stanford's cultural and educational offerings are integral to the vibrancy and charm of Palo Alto, while the City's exceptional K-12 school district ranks among the top public-school systems in the country. With more than 50% of adult residents holding a graduate degree or higher, Palo Alto is frequently listed as one of the most educated cities in the nation. Palo Alto boasts a genuine sense of community and an active citizenry with strong environmental values. Beautiful neighborhoods are complemented by vibrant commercial corridors and a bustling economy featuring premium shopping and dining options. Excellent healthcare facilities, performing arts, and diverse recreational opportunities are some of the community's incredibly desirable and cherished amenities. To learn more, visit https://www.paloalto.gov/Departments/City-Manager/Latest-NewsCity Government
Palo Alto is a full-service charter city with a council-manager form of government. The seven-member City Council is elected at large, and the City Council annually selects the Mayor and Vice Mayor from among its members. The Mayor and City Council appoint the City Manager, City Attorney, City Clerk, and City Auditor. The City Manager is responsible for the strategic direction and day-to-day operations of the City. Palo Alto is organized into 15 departments/offices with 1,093.10 authorized positions in FY 2025. There is also a FY 2025 capital budget of $316.2 million. Palo Alto owns and operates its own utilities, including electricity (carbon-neutral), gas, water, wastewater, and an expanding fiber network. This dynamic municipal environment ensures an ever-engaging platform for unique problem-solving and advances new initiatives, including sustainability, broadband, and effective service delivery. Community assets also include five libraries, 36 parks, five community centers, a museum and zoo, youth centers, a general aviation airport, an 18-hole golf course, a regional water treatment plant, and wildland open space preserves at the San Francisco Bay and in the foothills of the Santa Cruz Mountains offering 41 miles of walking/biking trails in addition to its police, fire, and ambulance services. Palo Alto has long been a leader in sustainability, and the City's ambitious greenhouse gas (GHG) emissions reduction goals are part of what sets it apart. Since the City's first Climate Protection Plan was passed in 2007, Palo Alto has set goals that exceed State and Federal targets. Today, the City's goal to reduce emissions 80% below 1990 levels by 2030 (the "80x30" goal) and achieve carbon neutrality by 2030 guides sustainability efforts. An award-winning City, Palo Alto is recognized nationally as innovative and well-managed. City services and performance also receive impressive marks from community members in the Palo Alto Community Survey.
Many of those ratings put City programs and services in the highest percentiles among the hundreds of benchmark cities. Palo Alto makes decisions through comprehensive processes and proactively seeks to involve its extremely informed, educated, and engaged residents. Projects are naturally a cooperative effort among the City Council, Boards, Commissions, Committees, engaged residents, neighborhoods, businesses, property owners, and staff.
Join an Award Winning Team
Palo Alto is an award-winning City recognized nationwide as innovative and well-managed. Palo Alto is one of a small number of California cities with a AAA bond rating. Recently, Palo Alto became one of the most livable cities in the U.S. by Livability.com. It's the only city to receive the Platinum Beacon Award in sustainability best practices by California’s Institute for Local Government. We offer a variety of career paths that relate to building and improving communities. The City has fourteen departments employing 1,000 full-time staff. Police officers, fire fighters, paramedics, and building inspectors keep us safe. Engineers and public works staff build and re-build the physical infrastructure. City planners help envision and shape future community growth. Recreation, arts and library professionals enhance community life. Utilities provides electric, gas, water, sewer and other services. Internal services departments help manage, staff, and protect the City.
Want to learn more about our benefits? Learn more by reviewing our "Benefits at a Glance Booklet."
Contact Us
Phone: 650-329-2376
Email: Recruit@paloalto.gov
Location: City Hall, 1st Floor | 250 Hamilton Ave 94301 | View Map
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