Salary: $71,448.00 - $100,588.80 Annually
Location : Tacoma, WA
Job Type: Non-Classified
Job Number: A C
Department: Environmental Services
Opening Date: 09/18/2025
Closing Date: 10/2/2025 5:00 PM Pacific
Position Description In the Environmental Services Department, we believe everything we do supports healthy neighborhoods and a thriving Puget Sound, leaving a better Tacoma for all.
The Environmental Services Department is currently recruiting for an appointive position of Office Administrator as a member of the Director's Office Management Team. The incumbent will be responsible for leading the division's administrative tasks for approximately 26 direct team members. In addition, the Office Administrator will be responsible to assist the Department Office Manager in leading the administrative duties for the Department of approximately 540 total staff. Primary responsibilities for the Office Administrator are oversight and review of payroll, accounts payable, purchasing, division correspondence, general reception and clerical duties, records management, division correspondence, HR management, employee development and evaluation, and other related duties as assigned.
The ideal 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 while handling sensitive and confidential matters with discretion.
Knowledge of SAP and HR processes is preferred. The incumbent also must be highly computer savvy and have a strong working knowledge of the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and SharePoint; 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: Administrative Management - Manages all administrative functions, whether directly or indirectly, for the Department.
- Serves as the facilitator and liaison for administrative matters within the Department in representation of the Office Manager, other City departments, and outside agencies.
- Consults and communicates with a variety of City departments, administrators, community members and staff to define and resolve problems, provide expertise, exchange information, and coordinate administrative/logistical matters relating to projects and programs.
Personnel Management - Department liaison for all HR functions within the Department for a staff of 540+ positions, approximately half which are covered by one of four collective bargaining agreements.
- Responsibilities include the coordination and management of (and with proper consultation): new hires, separations, terminations, discipline, promotions/demotions, SAP roles, OJI's, safety issues, Core Conversations tracking, position creation and reclassifications.
- Manage the Department's processes relating to personnel selection, evaluation, coaching, training, guidance, mentoring and discipline as necessary.
- Handles confidential information related to employee relations, changes in the organization, performance appraisals (or equivalent/related) and other sensitive HR-related matters.
Legislative Management - Coordinates the Departments City Council legislative actions; by oversight of processing, coordinating, and assembling Council requests and correspondence; communicates and coordinates with various staff to ensure complete and accurate information is presented to the City Council; and ensures compliance with state law and City Council Rules of Procedure.
- Originate, prepare, and/or process departmental documents and letters for Director and Deputy Director signatures; review routine work of staff for completeness and ensure compliance with laws, rules, policies, procedures and standards.
Office Supervisor - Assist in the development of the Department's future administrative team.
- Coordinate workload management and recommend actions related to proper staffing and classification requirements to meet Departmental expectations.
- When requested by others, provide work direction and review staff output for corrections and provide suggestions and/or improvements if needed.
- Provide back-up support as required.
Record Management Coordinator - Department liaison for information and record management.
- Coordinate Department record keeping standards including SharePoint records, Public Disclosure Requests, archive manager, file management and website information.
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
*Equivalency: 1 year of experience = 1 year of education
DESIRED QUALIFICATIONS Bachelor's degree in business administration, public administration or closely related field
and three years of senior level support of progressively responsible office / management experience.
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 and Technical Knowledge - Use intelligence, common sense, hard work and tenacity to solve particularly difficult or complicated challenges.
- Operate assigned software in support of business unit goals.
Communications Effectiveness - Effective communication (both verbal and in writing) 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 professional skills that apply to all aspects of field of assigned specialty through continued education and/or training.
- 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 Selection Process & Supplemental Information Interested individuals should apply online by completing the application and attaching a resume and cover letter by the closing date and time listed on the job announcement. Applications received without attaching the required materials may not progress in the selection process.
Please note, there may be a writing assignment at the time of interview as well as a requirement for a drivers abstract.
If you are a veteran and would like to be considered for veteran's preference points, please attach a copy of your DD214 to your application.
City of Tacoma Commitment to Diversity 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.
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!
Get Assistance For assistance with the application process or questions regarding this job announcement please contact the Human Resources office at by 4:00 p.m. of the closing date of the job announcement.
For technical difficulties using the Neogov system, call the applicant support line at between 6:00 a.m. and 5:00 p.m. Pacific Standard Time. This will allow us to assist you before the job announcement closes.
Communication with the City of Tacoma We primarily communicate via email during the application process. Emails from Tacoma.gov and/or governmentjobs.com should 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 email folders.
Compensation & Benefits Pay Details:
Hourly Rate: $34.35 - $48.36
Annual Salary: $71,448.00 - $100,588.80
Employee Benefits | City of Tacoma
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 or by calling .
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
The Supplemental Questionnaire is part of the examination process; accordingly, it should be completed carefully. It must be submitted with your application. 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. Do not indicate "see resume" or copy unrelated content from your resume when answering these questions. Answer all information requested in each question. Failure to do so may result in rejection of your application. I certify that the information provided is accurate and complete to the best of my knowledge. I understand that any falsification may cancel any terms, conditions, or privileges of employment.
02
What best describes your level of education?
- High School Diploma or GED Only
- Associates Degree
- Bachelor's Degree or higher
03
Do you have five (5) years of office administration and/or program support experience including at least one (1) year of prior senior administrative experience?
04
This position requires office experience at a senior administrative level. In 400 words or less, please share your senior level experience as it pertains to this position, to include dates you were in these roles. Include your education and qualifying experiences. If you have no relevant experience at a senior level, respond with "N/A". Do not refer to your resume in lieu of answering this question.
05
In 400 words or less, please describe your experience leading a dynamic team, including aspects of your leadership style that demonstrate your understanding and application of the Knowledge & Skills noted in this announcement. Do not refer to your resume in lieu of answering this question. If you have no relevant experience in this area, respond with "N/A".
06
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?
07
Please tell us how you learned about this job opening.
- Job Interest Card notification
- Professional organization
- Military organization
- City of Tacoma employee
- Online job board posting
- Word of mouth
- LinkedIn
- Indeed
- Facebook
- Instagram
- Careers in Government
- Government Jobs
- Outreach Event
- National Diversity Network
- African American Job Network
- Asian Job Network
- Disability Job Network
- Latino Job Network
- Retirement Job Network
- LGBT Job Network
- Veteran Job Network
08
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
