PT Program Assistant

City-of-SAN-Pabl; San Pablo (CA); On-site; USD 35,000 - 42,000; Part time

Job summary

The City of San Pablo is seeking a Program Assistant in the Youth, School, & Community Partnerships Division to support diverse program activities and grant management. The role involves coordinating events, reviewing submissions, tracking data, and maintaining records in a web-based system, with a focus on serving youth and families.

Responsibilities include meeting preparation, developing SOPs, creating marketing materials, and assisting with special events.

Qualifications

• Currently enrolled in a post-secondary program leading to an undergraduate or graduate degree in public administration, community development, or related field.
• At least one year of professional or volunteer experience in public administration or youth development.
• Proficient with Microsoft Office; strong written and oral communication.

Responsibilities

• Assist division staff with administrative and program coordination activities.
• Assist with meeting preparation and note-taking.
• Support application-based programs, including tracking submissions.
• Order supplies for programs, office and meetings.
• Enter and maintain program data in web-based systems.
• Maintain project workplans, calendars, and task trackers.

Skills

Administrative support

Meeting notes

Data entry

Microsoft Excel

Microsoft Word

Microsoft Outlook

Marketing materials

Bilingual English/Spanish

Education

Public administration / related field

Recent graduate

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Publisher

Google Sheets

Job description

(Assignment in the Community Services Department, Youth, School, & Community Partnerships Division)

Temporary; Part Time; At-Will Employment

$25.08-$30.48 per hour

Filing Deadline:October 23, 2026 or first 100 applications (whichever occurs first)

POSITION:

The Community Services Department (Youth, Schools, & Community Partnerships Division - YSCP) is seeking a Program Assistant to support with performing a wide variety of duties in support of the Department’s strategic focus of supporting youth and families to lead healthy and productive lives. This position supports all of YSCP Division’s program areas, providing technical level support in grant management; coordinating assigned activities and and events within and with other departments, divisions, outside agencies, and the general public; perform related work as assigned. This is a part-time "at-will" employment opportunity with the City of San Pablo, without expectation of indefinite employment and may be terminated anytime without cause and within the total discretion of the appointing authority.

• Assist division staff with administrative and program coordination activities.
• Assisting staff with meeting preparationand taking meeting notes
• Support application based programs, including tracking applications, reviewing submissions for completeness, maintaining records, updating application statuses, and supporting applicant communications.
• Ordering suppies for programs, office and meetings
• Regularly enteri, maintain, and review program and participantdata into a web-based system. Assist with basic data summaries and reports.
• Maintain project workplans, calendars, task trackers, and othe project management tools to monitor deadlines, deliverables, and program activities.

• Administer program surveys
• Develop and maintain Standard Operating Procedures, program forms, templates, and administrative documentation.
• Assisting with the planning and execution of special events
• Assisting staff with tracking department expenses
• Creating marketing and promotional materials
• Inventory program supplies

Knowledge of:

• Basic principles, procedures, and issues related to youth and education services;
• Specific problems and issues, service needs, perspectives, and living style patterns of youth and families in San Pablo or a similar community;
• Research techniques, sources, and availability of information, and methods of report presentation
• Basic principles and practices of marketing and outreach activities, public relations and customer service
• Modern office practices, procedures, and equipment;
• Efficient use of Microsoft Office programs such as Outlook, Word, Excel and Publisher;
• Bilingual (English/Spanish) preferred

Ability to

• Utilize computers and common office technology for email, word processing, spreadsheets, data management, and program administration, including proficiency with Microsoft Excel and Google Sheets.Ability to communicate clearly and concisely, orally and in writing; prepare clear and concise reports;
• Ability to understand and follow moderately difficult oral and written instructions;
• Ability to collect, compile, analyze, interpret, and present statistical and other factual data using spreadsheets and other data tools; entry-level data analysis skills may be gained through undergraduate coursework or equivalent training or experience.
• Ability to use and learn project management, collaboration, and other software applications to organize tasks, track deadlines and deliverables, maintain records, and support multiple program activities.
• Ability to implement organizational techniques to support various program activities and events;
• Ability to exercise independent judgment in performing assigned tasks;
• Ability to work and interact effectively with diverse cultural communities;
• Ability to interact effectivey with a variety of public and private agencies including, but not limited to, private businesses, community-based organizations, schools, law enforcement and other City, County departments and agencies.
• Ability to work flexible hours, including evenings and weekends.

Experience and Education

• Currently enrolled in a post-secondary educational program leading to an undergraduate or graduate degree in public administration, community development, education, human services or related field; Or a recent graduate
• At least one year of professional and/or volunteer experience in public administration, youth development, human services or related field.

RECRUITMENT TIMELINE:

Although dates may change we suggest planning your calendar accordingly, as these are currently the only interview dates. First Interview: First/Second Week of November. Estimated Start: January Background investigation and Pre-employment medical examination: Successful candidates will undergo a complete background investigation, fingerprinting, and pre-employment medical examination, which may include a TB test. Immigration Reform & Control Act: In accordance with the Immigration Reform and Control Act 2 of 1986, all potential employees will be required to provide proof of United State Citizenship or authorization to work in the United States. Drug-Free Workplace Policy: In accordance with the Drug-Free Workplace Act of 1988, it is the objective of the City of San Pablo to achieve a drug-free workplace. THE CITY OF SAN PABLO IS AN EQUAL OPPORTUNITY EMPLOYER. MINORITIES/WOMEN/INDIVIDUALS WITH DISABILITIES ARE ENCOURAGED TO APPLY. QUALIFIED APPLICANTS RECEIVE EQUAL CONSIDERATION, WITHOUT REGARD TO RACE, COLOR, RELIGION, SEX, NATIONAL ORIGIN, ANCESTRY, AGE, MARITAL STATUS, AND DISABILITY EXCEPT WHERE DICTATED BY THE REQUIREMENTS OF THE JOB. The information contained herein does not constitute either an expressed or implied contract of employment and these provisions are subject to change.