Office Administrator

Salary

$34.35 - $48.36 Hourly

Location

Tacoma, WA

Job Type

Non-Classified

Remote Employment

Flexible/Hybrid

Job Number

A0090-25

Department

City Manager

Opening Date

03/06/2025

Closing Date

3/20/2025 5:00 PM Pacific

• Description

• Benefits

• Questions

Position Description

The City Manager’s Office is seeking an Office Administrator to support and manage scheduling, drafting correspondence and official business of Tacoma City Council Members as well as assisting with other administrative responsibilities, special projects, research and duties as assigned by the City Manager’s Office. The ideal candidate can provide high level administrative support that requires knowledge of the City’s policies, procedures, Tacoma Municipal Code, and City Charter. This position requires the incumbent to maintain confidentiality in all tasks, be highly responsive and exhibit a professional appearance and demeanor. Strong time management, organizational skills and the ability to work independently in a self-directed manner is required. This is a high stress/high volume position.

Essential Duties and Responsibilities:

• Manage the calendar and all scheduling details for Tacoma City Council Members with sensitivity and flexibility.

• Assist internal and external customers with issues and requests for action; gather background information and prepare summaries as appropriate; share information about urgent and important matters with the Council Members and City Manager Executives.

• Fulfill public disclosure requests on behalf of the Council Members and maintain records per the applicable policies and state laws.

• Coordinate with staff and stakeholders on Council’s special projects, special events and priority initiatives.

• Arrange and manage complex travel itineraries for City Council Members; including review of expenses and applying knowledge of purchasing and travel policies.

• Make or approve procurement card purchases, prepare and track financial expenses, track budget and reconcile invoices.

• Manage a wide variety of inquiries and requests from the executive team, staff, and public to provide professional, thorough, and efficient responses.

• Oversee departmental administrative and clerical functions, including front office and Council offices.

• Establish procedures, interpret and apply administrative policies to the work of the department.

• Maintain confidentiality in all duties.

• Establish and maintain effective working relationships with internal and external audiences to preserve the respect and reputation of the City Council and City Manager’s Office.

This position requires availability to work normal business hours with occasional evenings and weekends while also offering a flexible, hybrid work arrangement.

Qualifications

Minimum Education*

High School Diploma or GED

Minimum Experience*

5 years of office administration and/or program support experience including 1 year of prior advanced level experience

*Equivalency: 1 year of experience = 1 year of education

Licensing, Certifications and Other Requirements

Some positions may require a Washington State Driver's License

Knowledge & Skills

Microsoft Office Suite: Outlook, Excel, Word, PowerPoint

Accountability: Accept personal responsibility for the quality and timeliness of work. Can be relied upon to achieve excellent results with little need for oversight.

Ethics & Integrity: Earn the trust, respect and confidence of coworkers and customers through consistent honesty, forthrightness and professionalism in all interactions; handle sensitive contacts with public, government officials, and confidential matters.

Coordinating & Organizing: Effectively coordinate activities, services and schedules to ensure smooth and efficient operation of work.

Problem Solving: Use intelligence, common sense, hard work and tenacity to solve particularly difficult or complicated challenges; define problems and identify solutions, collect data, establish facts and draw valid conclusions.

Workload Management: Effectively organize multiple assignments of a complex nature or involving competing priorities to produce accurate and timely work products.

Communication Effectiveness: Convey clear, timely, persuasive messages that positively influence the thoughts and actions of others; interacting respectfully and sensitively with individuals and groups to develop productive relationships and provide customer service.

Selection Process & Supplemental Information

This recruitment is being managed by Elise Drennen . If you would like to be notified of similar opportunities or stay connected with things going on at Tacoma Public Utilities and the City of Tacoma, connect with them on LinkedIn.

City of Tacoma Commitment to Diversity and Inclusion

Tacoma's diversity is its greatest asset. Tacoma embraces its multi-cultural and multi-ethnic character. Communities of color and immigrant communities are fundamental to Tacoma's entrepreneurial spirit, workforce, and long-term success. In Tacoma, equity and empowerment are top priorities, meaning that all Tacoma residents must have equitable opportunities to reach their full potential and share in the benefits of community progress. One of our goals is for the City of Tacoma workforce to reflect the community it serves. We actively work to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences. Our goal is for Tacoma to be an inclusive and equitable place to live, work, and play.

The City of Tacoma is an Equal Opportunity Employer and values diversity in its workplace. Applicants are considered for positions without regard to race, color, religion, sex, national origin, ancestry, age, marital or veteran status, disability, sexual orientation, gender identity, or any other basis prohibited by federal, state, and local laws.

Apply

I nterested individuals should apply online and attach a detailed resume and cover letter that includes job experience, major responsibilities and accomplishments related to this position.

Reference checks will be conducted on final candidates and appointment is subject to passing a background check.

Communication from the City of Tacoma

We primarily communicate via e-mail during the application process. E-mails from cityoftacoma.org and/or governmentjobs.com must be placed on your safe domain list to ensure that you receive notifications in a timely manner. As a precaution, you may also want to check your junk e-mail folders. For assistance with the NEOGOV application process, questions regarding this job announcement, or if you are experiencing complications while applying, please contact the Human Resources office at 253-591-5400 by 4:00 pm of the closing date of the job announcement. This will allow time to assist you before the job announcement closes. (For technical difficulties using the NeoGov system, call the applicant support line at 1-855-524-5627 between 6:00 AM and 5:00 PM Pacific Time.)

The City of Tacoma provides excellent medical, dental and vision plans for the whole family; paid holidays and paid leave; participation in the Tacoma Employees' Retirement System (alternate plan for Police/Fire); continuing education and advancement opportunities and a growing variety of City-sponsored health and wellness opportunities and incentives.

Medical Coverage: For eligible employees and their families, including domestic partners and dependent children age 26 or younger.

Dental Coverage: For eligible employees and their families, including domestic partners and dependent children age 26 or younger.

Vision Coverage: For eligible employees and their eligible dependents.

Paid Leave: City employees are entitled to received paid holidays, sick/vacation leave or personal time off (PTO), depending upon union affiliation and appointment type.

Insurance Plans: Employees are covered by a long-term disability plan. Short-term and expanded long-term disability insurance plans are also available to employees. The State Industrial Insurance Act also covers employees.

Deferred Compensation: Income can be set aside on a pretax basis and invested for supplementation of normal retirement income.

Retirement: All employees of the City, except members of the Police and Fire services, Tacoma Rail and certain project employees, are included in the Tacoma Employees' Retirement System. Information on the Tacoma Employees' Retirement System can be found at www.cityoftacoma.org or by calling (253) 502-8200.

Other Employment Information

Direct Deposit: Employees are paid on a bi-weekly schedule by direct deposit.

Salary Increases: Based on satisfactory job performance, the City provides for a regular progression of salary increases for most classifications according to the salary schedule.

Union Affiliation: Many job classifications are covered by union security provisions which require union membership, dues, or payment of equivalent service fees.

Note: The provisions of this job announcement do not constitute an expressed or implied contract. Any provision contained herein may be modified and/or revoked without notice.

01

The Supplemental Questionnaire is part of the examination process; accordingly, it should be completed carefully. It must be submitted with your application. Responses to supplemental questions must be original content created by the applicant using their own words. The use of online tools or resources to create responses, such as Artificial Intelligence (ChatGPT, etc), Google, Bing, etc., or plagiarism in any form, is considered cheating and falsification of the application. Do not indicate "see resume" or copy unrelated content from your resume when answering these questions. Answer all information requested in each question. Failure to do so may result in rejection of your application. I certify that the information provided is accurate and complete to the best of my knowledge. I understand that any falsification may cancel any terms, conditions, or privileges of employment.

• Yes

• No

  02

  Do you have a high school diploma or GED

• Yes

• No

  03

  Do you have 5 years of office administration and/or program support experience including 1 year of prior advanced level experience?

• Yes

• No

  04

  I understand I am required to attach a cover letter and resume to my application.

• Yes

• No

  05

  The job you are applying for is highly visible, fast-paced and a rapidly changing environment with time constraints and deadline pressures. Please provide examples of how you stayed organized and managed multiple priorities effectively in a fast-paced environment.

  06

  Please share a time when you had to ensure fairness and inclusivity in the workplace. How did you handle it and what was the outcome?

  07

  Please describe your experience in a highly confidential and professional environment and how you build trust in the workplace.

  08

  Do you have experience working with the following? (Please check all that apply)

• Committees, Boards and Commissions

• Elected officials

• Government agencies

• Handling confidential information

• Experience in leading or providing work direction

• Managing administrative processes

• Preparing meeting notices, agendas and minutes

• Purchasing functions

• Working with the public

• SAP – System Application & Products software

  09

  Please tell us how you learned about this job opening.

• Job Interest Card notification

• Professional organization

• Military organization

• City of Tacoma employee

• Online job board posting

• Word of mouth

• LinkedIn

• Indeed

• Facebook

• Instagram

• Careers in Government

• Government Jobs

• Outreach Event

• National Diversity Network

• African American Job Network

• Asian Job Network

• Disability Job Network

• Latino Job Network

• Retirement Job Network

• LGBT Job Network

• Veteran Job Network

  10

  Please provide specific information regarding how you learned about this job opening. Thank you, your feedback will be used to evaluate our success reaching the public and refine our methods for future job postings.

  Required Question

Employer

City of Tacoma

Address

Human Resources Department 747 Market Street Tacoma, Washington, 98402-3764

Phone

253-591-5400

Website

http://www.cityoftacoma.org

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