About the Department

The City of Palo Alto is seeking a highly organized, customer-focused Management Specialist to provide advanced administrative and program support for Human Services. This position performs a variety of complex administrative duties, including supporting programs, contracts, budgets, public meetings, and department operations while handling confidential information with professionalism and discretion.

This is an excellent opportunity for a detail-oriented professional who enjoys working in a collaborative environment and supporting programs that serve the community.

The Ideal Candidate

The successful candidate is organized, adaptable, and committed to providing exceptional customer service. They will demonstrate the ability to:

• Manage multiple priorities while meeting deadlines.
• Exercise sound judgment and maintain confidentiality.
• Prepare accurate reports, correspondence, and meeting materials.
• Support contracts, budgets, records, and administrative processes.
• Work effectively with City staff, community partners, and the public.
• Utilize Microsoft Office and enterprise systems to manage data and workflows.

Work Schedule

• Monday-Friday with a 9/80 work schedule option.
• Typical hours are 7:30 a.m. – 5:30 p.m. with flexibility.
• Hybrid work environment based at Cubberley Community Center.
• One evening Human Relations Commission meeting per month (overtime eligible).

Position Duties

Responsibilities include, but are not limited to:

• Provide advanced administrative and program support for Human Services programs and initiatives.
• Prepare and maintain reports, records, correspondence, contracts, and other administrative documents.
• Respond to inquiries from City staff, community partners, and the public.
• Track budgets, purchase orders, invoices, and contract compliance.
• Coordinate public meetings by preparing agendas, packets, notices, and related materials.
• Maintain electronic records, databases, and spreadsheets while ensuring data accuracy and confidentiality.
• Conduct research, compile data, and assist with reports and special projects.
• Support department communications, website updates, and other administrative functions as assigned.

Knowledge, Skills & Abilities

The ideal candidate will possess knowledge of administrative practices, recordkeeping, customer service, and modern office technology. Successful candidates will have the ability to organize and prioritize competing assignments, communicate effectively both verbally and in writing, prepare professional documents and reports, analyze and maintain data, work independently and collaboratively, and quickly learn City procedures and enterprise systems.

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:

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

Experience in one or more of the following areas is preferred:

• A bachelor's degree in Public Administration, Business Administration, or a closely related field.
• One (1) year of increasingly responsible administrative or staff experience; experience working in a public agency or local government environment is highly desirable.

• Human Services, community services, local government, or public sector administration.
• Contract administration, including purchase orders, invoice processing, and compliance tracking.
• Budget tracking, expenditure monitoring, and administrative reporting.
• Agenda preparation, meeting coordination, and support for public meetings or commissions.
• Electronic records management and document organization.
• Website content management, online forms, or public information updates.
• Enterprise systems such as SAP, SharePoint, ERP, HRIS, or similar business applications.
• Microsoft Office Suite, particularly Excel, Word, and Outlook, including spreadsheet management and basic data analysis.

Other Qualifications

Benefits

See our Benefits at a Glance Booklet for more details.
Learn more about our Memorandum of Agreements (MOAs) between the City and its bargaining units, by clicking HERE. 

Supplemental Questions

01

Which of the following best describes your highest level of education?

• High school diploma or equivalent
• Associate Degree
• Bachelor's Degree or Higher

02

How many years of progressively responsible administrative or staff support experience do you possess?

• Less than one Year
• 1 to less than 3 years
• 3 or more years

03

Briefly describe your experience supporting Human Services, community services, local government, or similar programs.

04

Briefly describe your experience with contract administration, purchase orders, invoice processing, budget tracking, or financial reporting.

05

Which best describes your experience using enterprise systems (e.g., SAP, SharePoint, ERP, HRIS) and Microsoft Office Suite?

• No Experience
• 1–3 years
• 3+ years

Required Question

Agency Information

Employer

City of Palo Alto

Address

250 Hamilton Ave








Palo Alto, California, 94301

Phone

(650) 329-2376

Website

https://www.paloalto.gov/Home