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Office Administrator - Public Works Engineering

Salary

$71,448.00 - $100,588.80 Annually

Location

Tacoma, WA

Job Type

Non-Classified

Job Number

A0090-25D

Department

Public Works

Division

PW Engineering

Opening Date

10/31/2025

Closing Date

11/14/2025 5:00 PM Pacific

+ Description

+ Benefits

+ Questions

Position Description

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.

Qualifications

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.

Knowledge & Skills

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.

Selection Process & Supplemental Information

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 (https://tacoma.gov/government/departments/human-resources/employee-benefits/)

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 age 26 or younger.

Dental Coverage: For eligible employees and their families, including domestic partners and dependent children age 26 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.

01

Responses to supplemental questions must be original content created by the applicant using their own words. The use of online tools or resources to create responses, such as Artificial Intelligence (ChatGPT, etc.), Google, Bing, etc., or plagiarism in any form, is considered cheating and falsification of the application. I understand that any form of cheating or falsification will disqualify my application for further consideration.

+ Yes

+ No

02

Did you graduate from High School or the equivalent, such as a General Education Degree (GED) or Home Schooling certification?

+ Yes

+ No

03

Do you have 5 years of office administration and/or program support experience including 1 year of prior advanced level experience?

+ Yes

+ No

04

Please rate your level of expertise in leadership and personnel management.

+ No experience

+ Limited experience

+ Intermediate experience (requires little or no assistance)

+ Advanced experience (subject matter expert - able to teach others)

05

In 300 words or less, please describe your experience supervising and leading a dynamic team, including aspects of your leadership style that demonstrate your understanding and application of the knowledge and skills noted in this announcement. Do not refer to your resume in lieu of answering this question. If you have no experience in this area, respond with N/A.

06

In 300 words or less, please describe your experience drafting letters, narratives, statistical memoranda, and reports for use by management. If you have no experience in this area, respond with N/A.

07

In 200 words or less, please describe your experience coordinating Human Resources processes and procedures. If you have no experience in this area, respond with N/A.

08

One of the City’s Principles that Guide us is Equity. In detail, describe any opportunities you have participated in to increase your knowledge of equity, inclusion or diversity. What have you learned and how have you worked to bring awareness/change towards bias and equity in the workplace?

09

Please tell us how you learned about this job opening.

+ Job Interest Card notification

+ Internet search

+ Professional organization

+ Community organization

+ Military organization

+ Union job posting

+ City of Tacoma employee

+ Online job board posting

+ Word of mouth

+ Other

10

Please provide specific information regarding how you learned about this job opening. Thank you, your feedback will be used to evaluate our success reaching the public and refine our methods for future job postings.

Required Question

Employer

City of Tacoma

Address

Human Resources Department 747 Market Street Tacoma, Washington, 98402-3764

Phone

253-591-5400

Website

http://www.tacoma.gov

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