The position will report to the Senior Management Analyst responsible for the department’s business operations. The position will draft contracts related to planning support services. Additionally, the position will support the department’s deposit-based fee and contracts program. This program collects fees from developers, tracks staff and contractor costs against the deposits, and provides a final accounting to the developer upon project completion. The position will determine invoice or refun... more details
Description:
The City of Palo Alto Planning & Development Services Department is recruiting for a temporary, part-time Administrative/Management Specialist (contracts/finance) position to focus on department contracts and assist with accounting and budget tasks. The position will work both remotely and at City Hall in Downtown Palo Alto. The position will not exceed one year, and total working hours will not exceed 999 hours.
The Position The position will report to the Senior Management Analyst responsible for the department’s business operations. The position will draft contracts related to planning support services. Additionally, the position will support the department’s deposit-based fee and contracts program. This program collects fees from developers, tracks staff and contractor costs against the deposits, and provides a final accounting to the developer upon project completion. The position will determine invoice or refund amounts, prepare appropriate paperwork, keep accurate records, and submit information to the City’s accounting team for processing. The candidate may help with basic budget tasks such as revenue/expense analysis, accounting tasks, processing/tracking invoices and other duties as assigned.
Ideal Candidate
The ideal candidate will only work an average of 20 hours per week but will not exceed 999 hours.
The ideal candidate will have experience working with contracts, and either budgeting or accounting activities.
The ideal candidate will be organized, detailed oriented, self-motivated, collaborative, and passionate about finance work.
The ideal candidate will have strong verbal skills, be competent in Microsoft Excel, able to effectively use email, and have the passion and aptitude to easily learn new software.
Essential Duties:
Review contract proposals and prepare contracts for department and city review by reformatting scopes of services provided by firms.
Manage the contracting process, working with the City’s Procurement team and providing information needed to result in the successful award of contracts.
Create contract documents and/or purchase order requests consistent with the position.
Follow City purchasing policy, rules and regulations that govern contracting activities and purchases.
Communicate with applicants/customers regarding payment, collect and process payments, and account for revenue.
Process invoices for payment, track total expenses per project, and provide final accounting of project.
Maintain meticulous records.
May prepare solicitation documents for procurements and contracts, interfacing with Project Managers to develop scope and requirements.
Supplemental Information:
The general job description for Management Specialist can be found HERE The Management Specialist position is a part-time, unbenefited position. Wages based on qualifications. Multiple positions may be filled through this posting.
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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.
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