Administrative Associate II​/III - Code Enforcement; Limited Term

* Exciting Opportunity - Limited Term Position (up to two years)

The City of Palo Alto is seeking a limited‑term full‑time Administrative Associate II/III. The position is a temporary one, not expected to exceed two years nor expected to lead to long‑term employment. The position will be filled at the Administrative Associate II or Administrative Associate III level, depending upon candidate qualifications. This role is within the Planning and Development Services Department and will provide primary administrative support for the department’s Code Enforcement team, supporting managers and staff.

Tasks include record keeping, creation of flyers and correspondence, tracking progress and due dates, ordering supplies, and paying invoices. The position will also extract and filter information from the Accela permitting system, providing information to staff in the field as needed. The Administrative Associate II/III makes reservations and arrangements for staff trainings or other meetings, creates case files, writes issue letters, and uploads letters.

This is a fast‑paced, dynamic, and innovative work environment, focused on exceptional customer service. The successful candidate will demonstrate a strong work ethic, a desire to learn, and strong interpersonal and communication skills, and will need to foster effective, cooperative working relationships.

The Planning and Development Services (PDS) Department provides the City Council and community with creative guidance and effective implementation of land use development, planning, transportation, housing, and environmental policies, plans and programs in order to maintain and enhance the City’s safety, vitality, and attractiveness.

The ideal candidate will be a highly ethical professional with exceptional organizational and interpersonal skills who is comfortable with technology and able to perform a variety of administrative tasks and activities. This includes, but is not limited to:

• Producing high quality documents
• Administratively supporting creation of code enforcement related notices
• Taking calls and interacting with the public
• Using a credit card for purchasing and processing reimbursements
• Juggling priorities based on organizational needs
• Ability to communicate effectively with customers at the front desk, in the field, and on the telephone, to educate and convey information about municipal codes and other requirements
• Utilizing the Accela permitting system; familiarity with Accela permitting system highly desirable

• Ongoing office management tasks requiring prioritization and assignment of work for other clerical or secretarial staff, providing technical guidance to the same and coordinating information from and acting as the liaison for the department
• Prepare or compose written draft, correspondence requiring discrimination and judgment in the selection of data or interpretation of laws, rules, or policies, from brief oral instruction
• Contact with the public, City or governmental officials, and others requiring tact, diplomacy, and the use of discretion in responding to inquiries
• Understand, interpret, and apply appropriate rules, regulations and written directions to specific situations

• Ability to identify and correct errors in English usage, grammar, and arithmetic calculations
• Knowledge of modern office practices and procedures, including business correspondence, record keeping systems, computer and other office equipment
• Knowledge of office coordination principles and protocol
• Ability to type correspondence and other documents in a variety of formats on a personal computer from clear copy or rough drafts at a speed necessary for successful job performance
• Ability to use common database query tools to extract and compile data
• Ability to communicate with others and to assimilate and understand information, in a manner consistent with the essential job functions
• Ability to operate assigned equipment
• Ability to use tact and diplomacy to effectively meet…