ENVIRONMENTAL SERVICES PROGRAM ASSISTANT II

The City of Palo Alto is looking for a skilled administrative professional to provide administrative support to its Environmental Services team.   This division is charged with implementing and tracking progress towards the City of Palo Alto's sustainability goals. This division also operates the Regional Water Quality Control Plant, Watershed Protection programs, and the City's Zero Waste programs which include monitoring and maintaining the closed landfill. More information about the department and its activities can be found here.  

This role will provide administrative support for various projects and initiatives throughout the division with an emphasis on the Regional Water Quality Control Plant.  It will assist in preparing budgets and contracts, providing administrative support for an Environmental Protection Agency Grant managed by the Watershed Protection group, and facilitate the Storm Water Oversight Committee.

The ideal candidate for this position will possess the following:

• Experience working in or with governments
• Experience working with grants
• Familiarity with contract and competitive bid management
• The ability to create, track and analyze budgets
• Strong writing and editing skills
• Experience with MS Excel

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.  There will be occasional public events on evenings and weekends where supportive involvement would be appreciated as an Environmental Services team member but are not required.

Applications will be reviewed on January 20th.  Interested applicants should apply before this date.
A full position description can be found here.

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: Depending on area of assignment, essential and other important responsibilities and duties may include the following: Coordinates and monitors work assignments of temporary/volunteer staff; coordinator of volunteer activities, schedule appointments, screen calls; receives visitors, and respond to inquiries. Act as liaison with City programs and managerial staff, contractors, community groups and local businesses associated with the assigned programs and projects.  Responsibilities may include conducting tours and workshops, and meeting attendance. Assist with the development of the budget; monitor program budget, identify and analyze trends.  Provide regular and specialized reporting.  Prepare and track payments, purchase requisitions and contracts. Coordinate facility booking, scheduling, rental process and computerized registration processes where applicable.  Teach and develop classes, camps and workshops and coordinate various trainings for programs depending on area of assignment.  Develop and prepare evaluations, educational materials, press releases, advertising, and other promotional material for distribution to newspapers, radio and community organizations. Conduct research for use in the specified areas of assignment in development of material used in reports, promotional materials, design, or dissemination of information to the public.  Facilitate the preparation, interpretation and implementation of administrative policies and procedures affected by the assigned programs or projects.  Perform calculations, compile data and write reports analyzing and summarizing data; prepare graphs and charts where applicable. Maintain program/project documents according to the processes of the assigned department. Coordinate/schedule/mentor in-house and outreach programming, customers, hourly and temporary staff, instructors and camp staff. Coordinate support services to produce materials for and set up displays, workshops, classes, and talks; arrange for rooms and speakers; speak to groups and conduct workshops as required Type from draft or oral instructions or compose correspondence and staff, statistical or numerical reports.  File program related documents, correspondence, reports or other materials.  May utilize specialized software applications to assist with department related programs. Answer department communication concerning training, job interest and career development. Act as liaison for all department training facilities, equipment and materials.  May assist manager with analyses related to staffing requirements and the preparation of job descriptions and justifications for personnel additions and changes.  Act as liaison between managers and other City departments.  Schedule meetings and prepare meeting minutes. Develop and implement forms, memos, correspondence, and informational materials. RELATED FUNCTIONS: Perform related level classification duties and responsibilities as assigned.

Sufficient education, training and/or work experience to demonstrate possession of the following knowledge, skills, and abilities which would typically be acquired through:

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.  
  
  

Recruitment Timeline:

• Minimum Qualifications Review: Ongoing
• Expected Last Day to Apply: January 19, 2025
• Interviews: Late January & February
  
  

Please note: These dates are tentative and may change based on the needs of the hiring department.

Salary : $79,830 - $98,030