Office Administrator

The City Manager’s Office is seeking an Office Administrator to support and manage scheduling, drafting correspondence and official business of Tacoma City Council Members as well as assisting with other administrative responsibilities, special projects, research and duties as assigned by the City Manager’s Office. The ideal candidate can provide high level administrative support that requires knowledge of the City’s policies, procedures, Tacoma Municipal Code, and City Charter. This position requires the incumbent to maintain confidentiality in all tasks, be highly responsive and exhibit a professional appearance and demeanor. Strong time management, organizational skills and the ability to work independently in a self-directed manner is required. This is a high stress/high volume position.

Essential Duties and Responsibilities:

• Manage the calendar and all scheduling details for Tacoma City Council Members with sensitivity and flexibility.  
• Assist internal and external customers with issues and requests for action; gather background information and prepare summaries as appropriate; share information about urgent and important matters with the Council Members and City Manager Executives.
• Fulfill public disclosure requests on behalf of the Council Members and maintain records per the applicable policies and state laws.
• Coordinate with staff and stakeholders on Council’s special projects, special events and priority initiatives.
• Arrange and manage complex travel itineraries for City Council Members; including review of expenses and applying knowledge of purchasing and travel policies.
• Make or approve procurement card purchases, prepare and track financial expenses, track budget and reconcile invoices.
• Manage a wide variety of inquiries and requests from the executive team, staff, and public to provide professional, thorough, and efficient responses.
• Oversee departmental administrative and clerical functions, including front office and Council offices.
• Establish procedures, interpret and apply administrative policies to the work of the department.
• Maintain confidentiality in all duties.
• Establish and maintain effective working relationships with internal and external audiences to preserve the respect and reputation of the City Council and City Manager’s Office.

This position requires availability to work normal business hours with occasional evenings and weekends while also offering a flexible, hybrid work arrangement.  

Microsoft Office Suite: Outlook, Excel, Word, PowerPoint

Accountability: Accept personal responsibility for the quality and timeliness of work. Can be relied upon to achieve excellent results with little need for oversight.

Ethics & Integrity: Earn the trust, respect and confidence of coworkers and customers through consistent honesty, forthrightness and professionalism in all interactions; handle sensitive contacts with public, government officials, and confidential matters.

Coordinating & Organizing: Effectively coordinate activities, services and schedules to ensure smooth and efficient operation of work.

Problem Solving: Use intelligence, common sense, hard work and tenacity to solve particularly difficult or complicated challenges; define problems and identify solutions, collect data, establish facts and draw valid conclusions.

Workload Management: Effectively organize multiple assignments of a complex nature or involving competing priorities to produce accurate and timely work products.

Communication Effectiveness: Convey clear, timely, persuasive messages that positively influence the thoughts and actions of others; interacting respectfully and sensitively with individuals and groups to develop productive relationships and provide customer service.

Salary : $34 - $48