Office Administrator - Public Works Administration

ESSENTIAL DUTIES:
Administrative Coordination

• Lead and coordinate a variety of complex departmental documents for processing, ensuring timely response and follow-through.
• Provide direct administrative support to the Director’s Office team members.
• Act as lead and liaison for information and record management, including paper/electronic files and webpages.
• Manage and process public disclosure requests and community inquiries.
• Manage the departmental employee recognition program.
• Manage conference rooms and coordinate, schedule, and/or facilitate meetings.

• Act as a dual department liaison for recruitments and trainings.
• Manage recruitment process in consultation with the Office Managers and HR.
• Manage and coordinate onboarding and off‑boarding processes.
• Ensure adherence to HR policies, labor agreements, and employment regulations; elevate complex issues appropriately to the Office Managers.
• Handle confidential information related to employee relations, organizational changes, performance appraisals, and other sensitive HR matters.

• Act as lead and liaison for legislative action requests pertaining to the City Council, Transportation Benefits District, and Contracts and Awards Board.
• Manage various legislative action requests, ensuring submittal quality, efficient processes, clear communication with customers and end‑users, and compliance with laws, rules, policies, procedures, and standards.
• Consult and communicate with a variety of City departments, administrators, and staff to define and resolve problems, provide expertise and expectations, and coordinate the appropriate timeline.

• Support the Office Managers with managing the office’s budget and monitoring departmental budget.
• Support financial activities for the Director’s Office team members.
• Purchase and arrange travel accommodations and maintain accurate financial documentation, including coordination for trainings, conferences, and professional development opportunities.

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

Bachelor’s degree in business administration, public administration, or a 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.

Notary license will be required; the license can be obtained after starting employment and the City of Tacoma will pay the costs associated with licensing.

• Use data and information in a clear, 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; prepare clear, concise, and comprehensive written reports, including statistical and graphical presentations for audiences with varying technical sophistication.

• Effectively identify, collect, organize, and document data and information to make it most useful for assessment, analysis, and investigation using current software and techniques.
• Compile and maintain reports, records, and other relevant information in an organized and professional manner.

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

• Effectively communicate (both written and verbal), including compilation of reports, presentations, and records; interact sensitively with individuals and groups to develop and maintain productive relationships and achieve results.

• Conduct all assignments in a professional and timely manner.
• Work with confidentiality and discretion.
• Maintain…