Management Assistant

City of Palo Alto, CA•Palo Alto, CA

32d•Onsite

About The Position

The Public Works Department provides daily services integral to the community. The mission of the department is to provide quality services with commitment, courtesy, and pride. The Public Works staff strives to offer efficient, cost-effective, and environmentally responsible services that make Palo Alto a beautiful, vibrant, and appealing City in which to live and work. The Public Works Department Public Services Division is hiring for the position of Management Assistant and is seeking experienced professionals, with a strong work ethic, excellent interpersonal and communication skills, and a desire to learn. The successful candidate will foster effective and cooperative working relationships with City staff, other public agencies, and citizens at large. This position will support the Public Services Division's Management Analyst by assisting with a variety of administrative and analytical functions. Key responsibilities include assisting with budget preparation/monitoring/reporting, capital improvement project preparation/monitoring/reporting, contract administration, metrics monitoring, regulatory compliance, and the development of staff and administrative reports. The role will also serve as a liaison between division managers and the Human Resources Department to coordinate the recruitment and hiring process for vacant positions. The City of Palo Alto places a high emphasis on superior customer service and excellent service delivery. This position will provide administrative support for operations and maintenance staff, including processing invoices and requisitions, entering data, ordering supplies, scheduling appointments, handling citizens' service requests and guiding them to the right resources for ordinance inquiries. Additional duties may be assigned as needed to support division operations. To learn more about the Public Works Department, click HERE Schedule: This is a full-time, in-person (onsite) position following a 9/80 schedule, with a regular working schedule of 6:15 a.m. - 3:45 p.m., subject to change on department needs.

Requirements

College graduate, with degree in public or business administration or field related to specific assignment, and
One or more years' experience in a staff capacity working with a public agency is desirable.

Nice To Haves

College degree in Business Administration or Accounting|
Public sector budget development and managing skills
SAP skills
Accounts Payable/Accounts Receivable experience
Staff Reports experience

Responsibilities

Prepares correspondence and reports relating to departmental programs and functions.
Assists managers with analyses related to staffing requirements and the preparation of job descriptions and justifications for personnel additions and changes.
Acts as liaison between managers and Human Resources Department on filling vacant positions.
Works with departmental managers on other specific issues such as assisting with the preparation of disciplinary action and responses to grievances.
Maintains liaison communication with other City service departments; represents the department director on various in-house committees and administrative meetings.
Manages, develops, and implements assigned projects that have impact upon or within operating divisions.
Coordinates divisional budget preparation.
Acts as control point for such activities as contract administration and preparation of staff reports.
Establishes and maintains communications with City Departments.
Provides accurate and pertinent information as required, for use by management.
Establishes guidelines and assists in the formation of all administrative reports and develops budgetary information as requested in support of departmental reports.
Assures preparation of correspondence, reports, and procedural manuals.