Office Assistant 3

Why It's a Great Opportunity: In this role as a s a key member of the Risk Management Division, you will be responsible for supporting complex, specialized, technical, and lead administrative support work. You will provide daily administrative functions such as managing daily workflow, evaluating and developing procedures, public records management/responding to public records requests, and customer service. This team will utilize your past administrative professional successes, experiences, exceptional attention to detail, and technical aptitude as you support the leaders and teams who provide exceptional service to the employees and communities of Pierce County.

Why It's a Great Department: This position is part of the Risk Management Division within the Finance Department. Our dynamic team of 10 employees is responsible for ensuring compliance with and managing of employee health benefits, property and liability insurance, claims, safety, and workers' compensation.  This departments work spans various disciplines, ensuring the employees and community members of Pierce County are cared for.

How to be Successful in the Role: Your success will come from being a highly proficient administrative lead who is customer focused, inquisitive, self-motivated, learns quickly and enjoys taking on new challenges, and can work independently once trained. You will exercise a high degree of discretion and tact with confidential information and should be comfortable escalating situations when necessary. Your knowledge of general office procedures/practices, technical and specialized functions will ensure your success as you learn the policies and procedures of the County, department, and work unit. If you are an excellent communicator, detail oriented, anticipate needs and take the time to learn the bigger picture of how the work impacts Pierce County’s employees and residents, then you will be successful here.

Your Future in this Role: Your work will directly contribute to essential County services and provide a strong foundation for future opportunities within Risk Management, Finance, and other divisions within Pierce County.  This role offers significant potential for growth and development, preparing you for a variety of career paths across the County.  Pierce County offers professional development through the Leadership Certification program, robust online learning, and other training opportunities throughout your career to ensure your success.

Core Daily Responsibilities:

• Perform lead functions such as setting priorities; distributing and checking work of other Office Assistants; devising and evaluating office procedures and implementing changes subject to approval of supervisor; providing technical assistance as needed; resolving minor work and personnel problems; and providing input on performance evaluations.
• Coordinate related office functions; assist in procedure development; perform duties of a highly confidential nature; may conduct research activities.
• Manage and maintain logs, charts, spreadsheets, data, and files related to the division.
• Review, edit, and prepare complex reports, forms, and other records for clarity, completeness, accuracy and conformance with standard policies and procedures.
• Receive and process forms and applications.
• Perform ongoing monitoring of program compliance.
• Explain, interpret, and apply complex rules and procedures having division impact.
• Oversee purchasing functions, including preparing purchase orders and managing inventory.
• Monitor budget expenditures, maintain statistical records and audit for compliance. Process registrations and provide payment methods for employee training, travel, and lodging arrangements. Prepare employee expense claims and resolve any issues resulting from claims.
• Manage the Risk Management records management program.
• Process glass claims for Pierce County vehicles and equipment.
• Audit employee health benefit records and serve as backup to Benefits Specialist.   
• Assist the Public Records Officer with processing public records requests.
• Exercise initiative and sound judgment in interpreting or adapting guidelines.
• Plan and assign work independently after objectives, priorities, and deadlines have been defined.

A classification description with a more detailed list of essential functions can be found here.

Minimum Qualifications:

• A resume and cover letter are required for this position.
• Two or more years of progressively responsible clerical experience or administrative program support work.
• Additional education and experience may substitute for the required experience to a maximum of one year.

Preferred Qualifications:

• Proficiency with records management in accordance with state and federal statutes and regulations as a governmental entity.
• Knowledge of public records concepts and responding to public records requests.
• Experience in the administration of employee benefits.

As a condition of employment, the applicant will need to authorize and complete a background check. Information received from the background check is reviewed case-by-case and will not necessarily remove an applicant from consideration.

To be considered for this opportunity please:

• Complete and submit a detailed online Pierce County Employment Application by selecting "APPLY" above or go to:   www.piercecountywa.org/jobs. 
• If you have a question about this opportunity, please email the Recruitment Team at PCHRRecruit@piercecountywa.gov and specify the Job Number and Title. 
• If you do not have internet access, you may visit your local public library or any WorkSource location and use their computers.
• Individuals needing accommodation in the application, testing process or need this job announcement in an alternative format may call Human Resources at (253) 798-7480, at least two days prior to the need. 

This is a competitive selection process. Your application will be reviewed and evaluated for the quality and quantity of education/experience in the areas listed. Applicants whose qualifications most closely correspond to the County's needs will be eligible for further consideration. Notification of application status normally occurs 2 to 3 weeks after the closing date. Short notice may be given to applicants to participate in further selection processes which may include assessments, phone screen, and interviews.

At Pierce County, diversity, equity, and inclusion means commitment, not a single step. We strive to foster an inclusive environment that supports equitable access to opportunities throughout your career. We want to recruit, develop, and maintain a talented workforce from various backgrounds, cultures, lifestyles, and perspectives, committed to our vision. Employees of the County have local, direct, and visible impact in our diverse community. Will you join us in keeping Pierce County a place people are proud to call home?

Salary : $30 - $37