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Job Description
Description
Palo Alto is the only city in California that offers a full array of utility services (electric, gas, water, sewer, fiber) to its citizens and businesses. Because of this, the City has a unique opportunity to partner with the Palo Alto community to enjoy the benefits and achievements of reliable, home-grown, and environmentally focused utilities. Palo Alto has a tradition of over 100 years of successful public utility operations. It is a tradition that continues to provide the Palo Alto community with safe and reliable utility services, local decision-making over policies, utility ratemaking, environmental programs, and customized services.
The Position
The City of Palo Alto Utilities Department has an exciting opportunity for you to join our team! We are looking for a skilled and driven administrative support professional with a proven track record of managing high-priority, confidential assignments and providing essential support to teams in fast-paced, dynamic environments. In this role, you will build strong working relationships, coordinate a variety of time-sensitive tasks, and serve as a key resource for the Operations team.
Ideal Candidate
The successful candidate will demonstrate strong interpersonal and communication skills and the ability to work effectively with staff at all levels. They will maintain strict confidentiality when handling highly sensitive documents or situations, applying sound professional judgment consistent with the essential job duties. Additionally, they will be able to handle frequent interruptions, manage competing demands, and work efficiently with a diverse range of stakeholders.
The ideal candidate will possess the following attributes:- Proficiency in Microsoft Office Suite and SAP knowledge is highly desirable.
- Excellent communication skills, both written and verbal.
- Ability to prioritize projects and have strong problem-solving skills.
- Ability to multi-task and work with all levels of staff.
Benefits: The City offers a fantastic benefits package that includes affordable healthcare plans, generous retirement packages, paid parental leave, convenient commuter programs and more !
Compensation (SEIU): Comprehensive compensation plan. To learn more, click here .
Schedule: 9/80 work schedule (with every other Friday off).
This position is represented by the Service Employees International Union (SEIU).
More than one position may filled through this posting.
Essential Duties
Essential and other important responsibilities and duties may include but are not limited to following, depending on assigned operations and functional areas:- Provides administrative support such as tracking assignments, coordinating special projects, following up on status of work, responding and/or referring inquiries to the appropriate staff from City, external agencies, and the general public.
- Manages the office day-to-day operations, answers and screens telephone calls and visitors using tact and judgment in making referral to appropriate source of information, give information and explain policies, procedures or regulations in response to inquiries, using knowledge of organization and its functions.
- Acts as division time verifier and liaison to payroll, checks for input and approval of time entry for the division to ensure completion by payroll’s set timelines.
- Arranges appointments or meeting schedules as requested, contacts participants and arranges for location and required materials, makes travel arrangements for staff members' attendance at conference or seminars.
- Utilize department or city-wide software applications (SAP) to process purchase orders and payments; verify receipt of materials and resolve discrepancies.
To review full job description, click here.
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:- Possession of a valid California Driver’s License.
Supplemental Information
The Selection Process:- Applicants will receive recruitment status notifications via email (governmentjobs.com account also has notification status updates).
- The screening process for this position may include a virtual recorded interview, written examination, and/or panel interviews preceding final interviews with the hiring manager or their designee.
Technical Support:
Our online application system is provided by NeoGov. If you have problems while applying online, please contact NeoGov's Live Applicant Support at (855) 524-5627 between 6:00 AM and 5:00 PM Pacific Time, Monday - Friday.
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: 8/20/2025 11:59 PM Pacific - Proficiency in Microsoft Office Suite and SAP knowledge is highly desirable.
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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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