Office Administrator - ES Director's Office

Position Description

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

The ideal 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 while handling sensitive and confidential matters with discretion.

Knowledge of SAP and HR processes is preferred. The incumbent also must be highly computer savvy and have a strong working knowledge of the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and SharePoint; 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 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 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 Department’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 Departments 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 Director and Deputy Director signature s; review routine work of staff 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.
• 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

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

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

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.

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 age26 or younger.

Dental Coverage: For eligible employees and their families, including domestic partners and dependent children age26 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.

Closing Date/Time: 10/2/2025 5:00 PM Pacific

• 

• City of Tacoma

• 253-591-5400

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