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Job Description
Description:
Are you passionate about the environment and do you seek a career that allows you to learn about a variety of water quality issues?
Do you like to enjoy engage with the public and help develop awareness about environmental protection?
Are you attentive to detail and do you have strong writing and editing skills that you would enjoy putting to use in a support role?
Would you like to work in a supportive environment with hybrid office hours and every other Friday off?
The City of Palo Alto is looking for a skilled administrative professional to provide administrative support to its Watershed Protection team. This group's mission is to reduce pollutants entering storm drains, sanitary sewers, creeks, and the San Francisco Bay. Watershed Protection also works in partnership with the Regional Water Quality Control Plant (RWQCP) to meet Regional Water Quality Control Board permit requirements and City of Palo Alto Council Priorities. More information about the group and its activities can be found here .
This administrative position will support outreach, technical tasks, projects and programs that protect Palo Alto's watershed. The position requires public outreach events which primarily occur in spring and summer and may require occasional evening and weekend work hours. The average number of events outside of work hours is about one per month, but these are typically concentrated in the fair weather seasons. Applicants will need to have schedule flexibility to work the group's events.
The ideal candidate for this position will possess the following:- Excellent people and teamwork skills
- Strong writing and editing skills
- Experience creating, updating and maintaining a website
- Experience with public outreach events
- The ability to learn simple data logging and tracking tasks
- Attention to detail
- A desire to learn about many aspects of watershed protection
After completion of an onboarding and training period with a satisfactory or better evaluation, this position will be eligible for the City's Remote Work program which allows up to two days per week to be worked remotely. The position also works a 9/80 schedule with every other Friday off .
Applications will be reviewed on January 20th. Interested applicants should apply before this date.
A full position description can be found here .
Essential Duties:
Purpose of Classification - Program Assistant II provides coordination and administrative support for City programs and projects, overseeing daily operations, including the scheduling and coordination of programs, providing liaison with the public, community groups, and other City departments as directed, developing information materials for dissemination to the public and staff, and performing other related duties as required. Has various reporting relationships and may supervise temporary staff/volunteers depending on assignment.
Distinguishing Characteristics - Program Assistant II is the second of two level classifications of the Program Assistant series found in various City departments. It is distinguished from the Program Assistant I in that incumbents in the Program Assistant II classification are responsible for more difficult and complex programs and projects. Assignments are made in terms of the end products to be attained. Discretion is required in determining the methods to be used although advice and guidance is available.
Essential and other important responsibilities and duties may include, but are not limited to, the following:
- Regularly use Microsoft Excel, Word, Outlook, PowerPoint, Zoom, Teams, website maintenance tools, and other specialized software applications;
- Utilize good writing and communication skills
- Screen calls, receive visitors, respond to email and phone inquiries, and update website copy;
- Schedule meetings and assist with drafting and producing agendas, meeting materials, and minutes;
- Assist with running in-person and remote (Zoom or Teams) meetings and trainings;
- Assist with formatting and monitoring Council staff report approval processes
- Assist with drafting reports and detail-oriented, grant-related support tasks
- Compose letters, memos, forms and statistical and numerical reports;
- Prepare billing documents, purchase requisitions, monitor contracts, and track payments;
- Ability to learn basic lab data tracking instruments to accurately log and enter data with accuracy
- Perform basic calculations, compile and summarize data with basic Excel charts and graphs;
- File documents, correspondence, and reports;
- Assist with implementing administrative policies and procedures;
- Attend City and regional meetings to convey and relay information;
- Serve as a liaison between City programs and staff, contractors, community groups;
- Conduct light research related to program areas;
- Assist with drafting, review, and editing public outreach materials such as ads, utility bill inserts, webpages, and reports;
- Attend occasional public education events which may include weekend and evening work
- Provide support to managers and team members to research, develop, and implement pollution prevention programs;
- Drive City vehicles for errands and work-related tasks;
- Contribute to a positive work environment with professional and positive personal conduct;
- RELATED FUNCTIONS: Perform related level classification duties and responsibilities as assigned.
Minimum Qualifications:
Sufficient education, training and/or work experience to demonstrate possession of the following knowledge, skills, and abilities which would typically be acquired through:
Equivalent to graduation from high school and 4 years of progressively responsible administrative experience working with programs or projects. Completion of 2 years of college may substitute for 1 year of work experience.
May be required to possess 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 typical screening process for this position may include a virtual interview, skills tests and panel interviews preceding final interviews with the hiring manager or their designee.
- Minimum Qualifications Review: Ongoing
- Expected Last Day to Apply: January 19, 2025
- Interviews: Late January & February
The City of 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.
This position is represented by Service Employee International Union position (SEIU)
For more details visit our Careers Page, by clicking HERE.
Learn more about our Memorandum of Agreements (MOAs) between the City and its bargaining units, by clicking HERE.
Closing Date/Time: 1/20/2025 11:59 PM Pacific -
ABOUT THE COMPANY
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City of Palo Alto
Show morePalo Alto is located about 35 miles south of San Francisco; and 14 miles north of San Jose. Palo Alto, known as the “Birthplace of Silicon Valley” and global center of technology and innovation, is the corporate headquarters for many world-class companies and research facilities such as VMWare, Hewlett-Packard, IDEO, Tesla, and Skype. Home to Stanford University and a top-ranked public school system, Palo Alto also features beautiful and historic residential neighborhoods, vibrant shopping and retail districts.
Palo Alto has a highly educated and culturally sophisticated citizenry that is actively engaged in making a difference both locally and globally. Unique among city organizations, Palo Alto operates a full-array of services including its own gas, electric, water, sewer, refuse and storm drainage provided at very competitive rates for its customers.
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. Many world-class businesses maintained or started offices here, including Amazon, Tesla, Hewlett Packard, Palo Alto Medical Foundation, Rivian, Lucile Packard Children’s Hospital, SAP Ariba, Houzz, Varian Medical Systems, and VMware. Numerous start-ups are also at home in Palo Alto, arguably making it the startup capital of the world.
Stanford University is foundational to the history and prestige of Palo Alto, reflected in the community’s dedication to life-long 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.
Home to picturesque tree-lined streets, bike lanes, and historic buildings that reflect its California heritage, 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 with premium shopping and dining options. Excellent health care facilities, performing arts, and diverse recreational opportunities are just some of this incredibly desirable community’s cherished amenities.
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.
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