Office Manager - Rail

Overview

Tacoma Rail is recruiting an Office Manager to support the Rail Superintendent and Rail Senior Leadership Team, providing executive-level support in a dynamic and highly confidential environment. This position manages day‑to‑day administrative operations and workflow of the Rail office while coordinating executive priorities, communications, and organizational activities.

The Office Manager exercises a high degree of independent judgment and discretion in relieving the Rail Superintendent of administrative details and managing sensitive and confidential matters. The role requires comprehensive knowledge of City policies, procedures, Tacoma Municipal Code (TMC), Charter requirements, and Rail‑specific policies and practices.

This position operates with significant autonomy and is expected to proactively anticipate executive and organizational needs, prioritize competing demands, and maintain effective office operations in support of Tacoma Rail’s strategic and operational objectives.

Successful performance requires exceptional organizational and time‑management skills, strong written and verbal communication, attention to detail, confidentiality, and the ability to manage complex administrative functions in a fast‑paced environment.

• Provide executive‑level administrative support to the Rail Superintendent and Rail Senior Leadership Team, including management of complex calendars, scheduling, priorities, and confidential matters.
• Serve as the primary point of contact for the Rail Superintendent by screening and prioritizing communications, responding to inquiries, and coordinating with internal and external stakeholders.
• Prepare, edit, proofread, and manage confidential correspondence, reports, presentations, contracts, personnel documents, Board materials, and other executive‑level documents.
• Coordinate and support Public Utility Board processes, including preparation and submission of Board materials, tracking follow‑up actions, and maintaining official records.
• Organize and facilitate meetings, leadership sessions, and special events by scheduling participants, preparing agendas and materials, recording meeting minutes, and tracking action items.
• Support Rail Senior Leadership Team operations through meeting coordination, document management, Teams and Smartsheet administration, and cross‑functional communication.
• Perform financial and budget‑related administrative functions including procurement card reconciliation, expenditure tracking, budget monitoring, and assisting with budget recommendations.
• Serve as a liaison with City departments, regulatory agencies, partner organizations, employees, and the public while exercising professionalism, discretion, and confidentiality.

Minimum Education: High School Diploma or GED.
Minimum Experience: 6 years including 2 years of advanced senior‑level or lead experience. Equivalency: 1 year of experience equals 1 year of education.

Some positions may require a Washington State Driver’s License.

• Experience in office administration, public administration, or municipal operations.
• Background coordinating schedules, meetings, and departmental communications.
• Familiarity with government processes, policies, or public‑sector reporting.
• Experience handling confidential and sensitive information with discretion.
• Ability to support operational teams, supervisors, and department leadership.
• Proficiency with office software, scheduling systems, and document management tools.
• Strong organizational, multitasking, and time‑management abilities in a fast‑paced environment.
• Customer service and interpersonal skills for working with staff, contractors, and the public.
• Ability to prepare reports, presentations, and operational documents.
• Skills in prioritizing issues for leadership and supporting project coordination.
• Ability to work effectively in fast‑paced or emergency‑driven environments.

Pay Details: Annual Salary: $85,051.20 – $.

Rail‑Specific Benefits: Rail employees do NOT participate in TERS, the city’s standard retirement plan. Post‑1995 hires:
Employees are vested after 5 years of service.

We actively seek candidates from diverse backgrounds and cultures and promote a workforce that reflects the community we serve.