Administrative Associate II

Description

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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

Work Schedule \& Flexibility

• 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

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Essential Duties

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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

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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

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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.