Office Administrator - ES Director's Office Job at City of Tacoma in Tacoma

Overview

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 Environmental Services Department is recruiting for an appointive position of Office Administrator as a member of the Director’s Office Management Team. The incumbent will lead the division’s administrative tasks for approximately 26 direct team members and assist the Department Office Manager in leading administrative duties for the Department of approximately 540 total staff. Primary responsibilities include oversight and review of payroll, accounts payable, purchasing, division correspondence, general reception and clerical duties, records management, HR management, employee development and evaluation, and related duties as assigned.

The ideal candidate will be a proven leader and highly motivated strategic thinker with strong written and verbal communication, administrative and organizational skills, and the ability to balance multiple priorities. This position requires independent project work from conception to completion while handling sensitive and confidential matters with discretion.

Knowledge of SAP and HR processes is preferred. The incumbent must be highly computer savvy with a strong working knowledge of the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and SharePoint, and the ability to relate positively to all types of people and personalities. Must be able to work in a high-pressure environment, 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 Department.
• Serves as the facilitator and liaison for administrative matters within the Department in representation of the Office Manager, 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

• Department liaison for all HR functions within the Department for a staff of 540+ positions, approximately half of which are covered by one of four collective bargaining agreements.
• Responsibilities include 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 Department’s processes relating to personnel selection, evaluation, coaching, training, guidance, mentoring and discipline as necessary.
• Handle 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 Department's City Council legislative actions; oversees processing, coordinating, and assembling Council requests and correspondence; communicates with various staff to ensure complete and accurate information is presented to the City Council; ensures compliance with state law and City Council Rules of Procedure.
• Originate, prepare, and/or process departmental documents and letters for Director and Deputy Director signatures; review routine staff work for completeness and ensure compliance with laws, rules, policies, procedures and standards.

Office Supervisor

• Assist in the development of the Department's future administrative team.
• Coordinate workload management and recommend actions related to proper staffing and classification requirements to meet Departmental expectations.
• Provide work direction, review staff output for corrections, and suggest improvements when needed.
• Provide back-up support as required.

Record Management Coordinator

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

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

Desired Qualifications

• Bachelor's degree in business administration, public administration or closely related field and three years of senior level support of progressively responsible office/management experience.

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

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

Communications Effectiveness

• Effective communication (verbal and written) including the compilation of reports, presentations and records; interact respectfully 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 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

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 the required materials may not progress in the selection process.

Please note, there may be a writing assignment at the time of interview as well as a requirement for a drivers abstract.

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 are committed to diversity and inclusion and seek candidates from a wide range of backgrounds and cultures. We encourage applications from all qualified individuals.

The City of Tacoma is located in the Puget Sound region with diverse communities and opportunities for outdoor activities.

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. on the closing date. 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.

Compensation & Benefits

Pay Details: Hourly Rate: $34.35 - $48.36 | Annual Salary: $71,448.00 - $100,588.80