Office Administrator - ES Operations & Maintenance chez City of Tacoma, WA

About the Department

In the Environmental Services Department, we believe everything we do supports healthy neighborhoods and a thriving Puget Sound, leaving a better Tacoma for all. 

The Operations & Maintenance (O&M) Division operates and maintains the City's wastewater treatment plants and all wastewater and stormwater pump stations, and provides inspection, cleaning, and repair services for the City's sanitary and stormwater utility systems. The Office Administrator for the Operations & Maintenance (O&M) Division is an appointive position that is responsible for leading the Division's Administration team and will provide direction and supervision of staff. The responsibilities for this key position include:

• Office supervision and team leadership
• Payroll, HR, and personnel matters
• Division correspondence and records management
• Process improvement and employee development
• General administrative and clerical duties

The ideal candidate demonstrates strong leadership, organizational skills, excellent judgment, and a commitment to exceptional customer service for both internal and external stakeholders. This position requires the ability to work independently on projects from conception to completion while handling sensitive and confidential matters with discretion.

Technical Proficiency: Strong skills in Microsoft Office 365 (Outlooks, Word, Excel, PowerPoint) are required. Experience with HRIS, SAP, and/or other administrative systems is preferred.

The Principles that Guide Us

Tacoma, the City of Destiny, has a workforce of dedicated, talented employees with unique skills and perspectives. We embrace innovation and strive for excellence and community engagement. The Principles that Guide Us — Integrity, Service, Excellence, and Equity — represent the core of our work in public service.

ESSENTIAL DUTIES:
Office Supervisor

• Supervise the O&M Division's administrative team, including hiring, coaching, training, evaluating, and disciplining as necessary. 
• Assign, coordinate, and review work to ensure accuracy, efficiency, and alignment with division priorities.
• Balance workload and staffing to meet operation needs.

Personnel Management

• Serve as division liaison for all HR functions within the O&M, which includes more than 150 staff members,  
• Coordinate HR related activities such as hiring, onboarding, separations, promotions, discipline, evaluations, safety issues, and classification/reclassifications. 
• Maintain a high level confidentiality of personnel-related matters.

Administrative Management

• Oversee all administrative functions supporting the O&M Division Manager.
• Serve as the facilitator for division-wide administrative issues and act as the liaison with other City departments. 
• Provide expertise, resolve problems, and coordinate cross-departmental projects.
• Serve as key contact for HRIS and other City systems (training provided).

Record Management Coordinator

• Act as a Division liaison for information and record management. 
• Oversee compliance with records retention schedules, public disclosure requests, archiving, and file/website management.
• Coordinate the division's City Council legislative actions.

Position Duties

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

Minimum Qualifications

Team Leadership

• Build teams based on respect and open communication
• Gain trust through honesty and integrity
• Provide clear direction, mentorship, and conflict resolution

Customer Service

• Build partnerships across workgroups to meet community needs
• Relate effectively with diverse groups of people
• Deliver consistent, dependable service and hold self and others accountable

Problem-Solving & Technical Knowledge

• Apply sound judgment and persistence to solve complex issues
• Use software tools effectively to support business needs
• Develop creative solutions to administrative challenges

Professionalism

• Handle assignments promptly and professionally
• Model effective group behavior, including listening, discussion, and negotiation
• Stay current with relevant policies and regulations
• Maintain confidentiality and manage multiple priorities under tight deadlines

Other Qualifications

Selection Process & Supplemental Information
Interested individuals should apply online by completing the application and attaching a resume and cover letter by the closing date and time listed on the job announcement. Applications received without attaching the required materials may not progress in the selection process.

Other items that may need to be referenced – writing assignment, drivers abstract, etc.

If you are a veteran and would like to be considered for veteran's preference points, please attach a copy of your DD214 to your application.

City of Tacoma Commitment to Diversity and Inclusion

At the City of Tacoma, we're on a mission to make our workforce as diverse and inclusive as the community we serve. We're committed to eliminating racial and other disparities, and we actively seek out candidates from a wide range of backgrounds and cultures. Join our team at the City of Tacoma and help us build a more vibrant, inclusive, and equitable community for all.

Tacoma is centrally located just 32 miles south of the city of Seattle and 31 miles north of the state capital, Olympia. The City of Tacoma is also home to the Port of Tacoma, which is among the largest container ports in the United States. Like most cities in the northwest, Tacoma is surrounded by beautiful nature, offering residents many opportunities for outdoor adventures.

Largely suburban in nature with a small, but dense, urban core, Tacoma is home to numerous institutes of higher learning that attract students from across the country. The University of Washington Tacoma, Pacific Lutheran University, University of Puget Sound, a satellite campus of the Evergreen State College, three community/technical colleges, and several trade and business schools are within Tacoma's geographic area. Downtown's Cultural District is the site of the Washington State History Museum, Museum of Glass, the Tacoma Art Museum, and America's Car Museum.

With its affordable housing and distinctive neighborhoods and business districts, the city has been recognized numerous times as a best city to live in the nation. To see a few of the great things Tacoma has to offer, view this YouTube Video! https://www.youtube.com/watch?v=2n5MWl8KFvI

Get Assistance

For assistance with the application process or questions regarding this job announcement please contact the Human Resources office at (253) 591-5400 by 4:00 p.m. of the closing date of the job announcement.

For technical difficulties using the Neogov system, call the applicant support line at 1-855-524-5627 between 6:00 a.m. and 5:00 p.m. Pacific Standard Time. This will allow us to assist you before the job announcement closes.

Communication with the City of Tacoma

We primarily communicate via email during the application process. Emails from Tacoma.gov and/or governmentjobs.com should 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.

Compensation & Benefits

Pay Details: 

Hourly Rate: $34.35 - $48.36 

Annual Salary: $71,448.00 - $100,588.80

Employee Benefits | City of Tacoma

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