Office Administrator

Salary

$69,534.40 - $97,905.60 Annually

Location

Tacoma, WA

Job Type

Non-Classified

Job Number

A0090-24A

Department

Public Works

Opening Date

04/18/2024

Closing Date

5/6/2024 5:00 PM Pacific

• Description

• Benefits

• Questions

Position Description

The Public Works Department is currently recruiting for an appointive position of Office Administrator. As a member of the Transportation Division’s management team, the incumbent will be responsible for leading the Division’s administrative tasks for approximately 60 team members. The Office Administrator will be responsible for the oversight and review of payroll, accounts payable, purchasing, division correspondence, and general reception and clerical duties. Primary duties include budget preparation assistance, records management, division correspondence, HR management, employee development and evaluation, and other related duties as assigned.

The successful candidate will be a proven leader and highly motivated strategic thinker. Must possess the ability to exercise good judgment in a variety of situations with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position is required to work independently on projects from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Knowledge of SAP and HR processes is mandatory. The incumbent also must be highly computer savvy and have a strong working knowledge of the Microsoft Office Suite and SharePoint; possess exceptional written and verbal communication skills, along with the ability to relate positively to all types of people and personalities. Must be able to work in a high-pressure environment, understand and respect deadlines, mentor and train others, maintain confidentiality and possess a professional attitude.

ESSENTIAL DUTIES:

ADMINISTRATIVE MANAGEMENT

Manages all administrative functions, whether directly or indirectly, for the Division. Serves as the facilitator and liaison for administrative matters within the Department, other City departments, and outside agencies. Consults and communicates with a variety of City departments, administrators, community members and staff to define and resolve problems, provide expertise, exchange information, and coordinate administrative/logistical matters relating to projects and programs.

PERSONNEL MANAGEMENT

Division liaison for all HR functions within the Division for a staff of 60+ positions, approximately half which are covered by one of four collective bargaining agreements. Responsibilities include the coordination and management of (and with proper consultation): new hires, separations, terminations, discipline, promotions/demotions, SAP roles, OJI’s, safety issues, Core Conversations tracking, position creation and reclassifications. Manage the Division’s processes relating to personnel selection, evaluation, coaching, training, guidance, mentoring and discipline as necessary. Handles confidential information related to employee relations, changes in the organization, performance appraisals (or equivalent/related) and other sensitive HR-related matters.

LEGISLATIVE MANAGEMENT

Coordinates the Division’s City Council legislative actions; by oversight of processing, coordinating, and assembling Council requests and correspondence; communicates and coordinates with various staff to ensure complete and accurate information is presented to the City Council; and ensures compliance with state law and City Council Rules of Procedure. Originate, prepare, and/or process departmental documents and letters for Division Manager signature; review routine work of staff for completeness and ensure compliance with laws, rules, policies, procedures and standards.

OFFICE SUPERVISOR

Develop the Division's future administrative team. Manage the processes related to personnel selection, evaluation, coaching, training, guidance, mentoring and discipline as necessary of the Division’s administrative team. Coordinate workload management and recommend actions related to proper staffing and classification requirements to meet Divisional expectations. For direct reports, or when requested by others, provide work direction and review staff output for corrections and provide suggestions and/or improvements if needed. Provide back-up support as required.

RECORD MANAGEMENT COORDINATOR

Division liaison for information and record management. Coordinate Division record keeping standards including SharePoint records, Public Disclosure Requests, archive manager, file management and website information.

Qualifications

MINIMUM EDUCATION*

High School Diploma or GED/Associate's Degree

MINIMUM EXPERIENCE*

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

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

DESIRED QUALIFICATIONS

Bachelor's degree in business administration, public administration or closely related field and three years of progressively responsible office experience at a senior clerical support level or higher.

Knowledge & Skills

ANALYSIS

Use data and information in a clear and rational process to assess and understand issues, evaluate options, form accurate conclusions and make decisions. Gather, assemble, analyze and evaluate facts to draw logical conclusions and make proper recommendations and prepare clear, concise, and comprehensive written reports which require displaying and presenting statistical, graphical, and other reporting methods to audiences of varying technical sophistication.

RESEARCH

Effectively identify, collect, organize and document data and information in ways that make the information most useful for subsequent assessment, analysis, and investigation using current software and techniques. Compile and maintain reports, records and various other forms of pertinent information in an organized and professional manner.

PROBLEM SOLVING AND TECHNICAL KNOWLEDGE

Use intelligence, common sense, hard work and tenacity to solve particularly difficult or complicated challenges. Operate assigned software in support of business unit goals.

COMMUNICATIONS EFFECTIVENESS

Effective communication (both verbal and in writing) including the compilation of reports, presentations and records; and interacting respectively and sensitively with individuals and groups to develop and maintain productive relationships and achieve results.

PROFESSIONALISM

Conduct all assignments in a professional and timely manner. Work with confidentiality and discretion. Maintain professional skills that apply to all aspects of field of assigned specialty through continued education and/or training. Model effective group behavior such as listening, discussing, negotiating, encouraging and motivating. Remain current by reading and interpreting applicable ordinances, rules, regulations, policies and procedures.

Selection Process & Supplemental Information

City of Tacoma Recruitment Information

One of the primary goals of the City of Tacoma Equity and Empowerment Initiative is that the City of Tacoma workforce reflects the community it serves. We actively work to eliminate racial and other disparities and we welcome candidates with diverse and/or multicultural skill sets and personal experiences. Our goal is for Tacoma to be an inclusive and equitable place to live, work and play.

Communication from the City of Tacoma

We primarily communicate via email during the application process. Emails 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 email folders.

The online application system requires you to enter a substantial amount of information. Be prepared to spend at least an hour entering information. In order for your application materials to be considered, all information must be submitted by the closing date and time listed on this job announcement.

If you have any additional questions regarding this position, please contact the Human Resources Department at 253.591.5400 before the closing date.

Apply

Interested individuals must complete the online application and attach a detailed resume and cover letter that includes major responsibilities and accomplishments related to this position. The cover letter (explaining why you want the job) and resume will be key elements when reviewing applications.

This is a competitive selection process. Your application will be reviewed and evaluated on the basis of education, certifications and related experience. Applicants who meet the minimum qualifications and who most closely correspond to the City of Tacoma's needs will be eligible for further consideration. Those who meet the minimum qualifications will be placed on a referral list for review and potential interview selection. Appointment is subject to passing a pre-employment background and references check.

Supplemental questions regarding an applicant's experience and training are also included in the application form. These questions will be used to assess candidate minimum qualifications and to provide additional information to the hiring managers regarding candidate experience.

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.

The online application system requires you to enter a substantial amount of information. Be prepared to spend at least an hour entering information. In order for your application materials to be considered, all information must be submitted by the closing date and time listed on this job announcement.

If you have any additional questions regarding this position, please contact the Human Resources Department at 253.591.5400 before 4:00pm of the closing date.

The City of Tacoma provides excellent medical, dental and vision plans for the whole family; paid holidays and paid leave; participation in the Tacoma Public 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 and an Associate's Degree?

• Yes

• No

• Other

  03

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

• Yes

• No

  04

  If you responded "Other" to Question #2, in 200 words or less, please detail how you believe your education and experience matches the qualification requirements for this position. If this question does not apply to you, respond with "N/A".

  05

  This position requires office experience at a senior administrative level. In 400 words or less, please share your experience as it pertains to this position. Include your education and qualifying experiences. If you have no experience in this area, please indicate that in your response. Do not refer to your resume in lieu of answering this question.

  06

  In 400 words or less, please describe your experience leading a dynamic team, including aspects of your leadership style that demonstrate your understanding and application of the Knowledge & Skills noted in this announcement. Do not refer to your resume in lieu of answering this question. If you have no relevant experience in this area, respond with "N/A".

  07

  One of the City's Principles that Guide Us is Equity. In detail, describe any opportunities you have participated in to increase your knowledge of equity, inclusion or diversity. What have you learned and how have you worked to bring awareness/change towards bias and equity in the workplace?

  08

  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

  09

  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

Agency

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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