Office Administrator - Public Works Engineering na City of Tacoma, WA

About the Department

The Public Works Department is currently recruiting for the position of Office Administrator.  As a member of the Engineering Division's management team, the incumbent will be responsible for leading the administrative team in providing comprehensive support services to approximately 60 team members. The Office Administrator will be responsible for the oversight and review of payroll, 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:
Office Supervisor

• Supervise Division's administrative staff. 
• Manage the personnel selection, evaluation, coaching, training, guidance, mentoring and discipline as necessary. 
• Coordinate workload management and ensure proper staffing and classification requirements are met.
• Provide work direction and review staff output for corrections and provide suggestions and/or improvements if needed.

Personnel Management

• Division liaison for all HR functions within the Division for about 60 staff.
• Meet with managers, coordinate and manage new hires, separations, terminations, discipline, promotions/demotions, OJI's, safety issues, SAP Roles, Core Conversations, position creation and reclassifications.
• Handle confidential information related to employee relations, changes in the organization, performance appraisals/reviews and other sensitive HR-related matters.

Administrative Management

• Oversee and coordinate all administrative operations across the Division, both through direct leadership and strategic delegation.
• Serve as the facilitator for departmental administrative matters and as a liaison on administrative matters with other City departments.
• Consult and communicate with a variety of City departments, administrators, and staff to define and resolve problems, provide expertise, exchange information and coordinate projects and programs.

Records 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.

Position Duties

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

Licensing, Certifications and Other Requirements
Some positions may require a Washington State Driver's License

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

DESIRED QUALIFICATIONS (TRAINING AND EDUCATION):
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. Related work experience may be substituted for education on a year-for-year basis.

Minimum Qualifications

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 & TECHNICAL KNOWLEDGE:

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

COMMUNICATIONS EFFECTIVENESS:

• Effective communication (both written and verbal) 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 and enhance professional skills through continued education and/or training and continue to apply those skills to all aspects of the position.
• 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.

Other Qualifications

City of Tacoma’s Commitment to Diversity, Equity, 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.

The City of Tacoma believes that diversity of thought, background, and experience contributes to our success and innovation. If you’re passionate about this role and our mission, we encourage you to apply. If you have a less traditional background, we want to hear about your transferrable skills and experience. We value a variety of perspectives and are excited to see what you bring to the table.

The Community

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!

View this exciting video to learn more about the City of Tacoma: https://www.youtube.com/watch?v=2n5MWl8KFvI

Apply
Interested City of Tacoma current employees should apply online and attach a detailed resume and cover letter that includes job experience, major responsibilities and accomplishments related to this position.

Applicants who meet the minimum qualifications will have their responses to the supplemental questions evaluated by a panel of subject matter experts. These questions will be scored on the basis of the information provided; therefore, it is the responsibility of the applicant to carefully list all pertinent experience and training. The evaluation committee will not have access to the candidate's application. Providing false information will result in disqualification. Candidates must pass this evaluation in order to be placed on the eligible list for interview and hiring consideration.


Communication from the City of Tacoma:
We primarily communicate via e-mail during the application process. E-mails from tacoma.gov 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.

If you have any additional questions regarding this position, please contact the Human Resources Department at 253.591.5400 prior to 4pm on the date of this posting closing.

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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