Office Administrator - Public Works Administration

Job Description:

Office Administrator - Public Works Administration

Description

Position Description

The Director’s Office of the Public Works (PW) and Planning and Development Services (PDS) Departments is currently recruiting for the position of Office Administrator. As a member of the PW and PDS Director’s Office team, the incumbent will be responsible for providing confidential varied and complex administrative support to the 11+ Director’s Office team members directly and 300+ PW employees and 120+ PDS employees indirectly. The Office Administrator will serve as lead and a central point of contact for preparing, processing, and monitoring complex transactions for PW and PDS, various divisions, and internal/external customers, under the guidance of PW and PDS Office Managers. This position reports to the PW Office Manager while supporting the PDS Office Manager.

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 highly preferred. The incumbent also must be highly computer savvy and have a strong working knowledge of the Microsoft Office Suite and SharePoint; and 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:
Administrative Coordination

• Lead and coordinate a variety of complex departmental documents for processing, ensuring timely response and follow-through.
• Provide direct administrative support to the Director’s Office team members.
• Act as lead and liaison for information and record management, including paper/electronic files and webpages.
• Manage and process public disclosure requests and community inquiries.
• Manage the departmental employee recognition program.
• Manage conference rooms and coordinate, schedule, and/or facilitate meetings.

Personnel Coordination

• Act as a dual department liaison for recruitments and trainings.
• Manage recruitment process in consultation with the Office Managers and HR.
• Manage and coordinate onboarding and offboarding processes.
• Ensure adherence to HR policies, labor agreements, and employment regulations; escalate complex issues appropriately to the Office Managers.
• Handle confidential information related to employee relations, changes in the organization, performance appraisals/reviews, and other sensitive HR-related matters.

Legislative Management

• Act as lead and liaison for legislative action requests pertaining to the City Council, Transportation Benefits District, and Contracts and Awards Board.
• Manage various legislative action requests, including the quality of submittals, efficient processes, clear communications with customers and end-users, and ensure compliance with laws, rules, policies, procedures, and standards.
• Consult and communicate with a variety of City departments, administrators, and staff to define and resolve problems, provide expertise and expectations, exchange accurate information, and coordinate the appropriate timeline.

Financial Coordination

• Support the Office Managers with managing the office’s budget and monitoring department budget.
• Support financial activities for the Director’s Office team members.
• Purchase and arrange travel accommodations and maintain accurate financial documentation, including the coordination for trainings, conferences, and professional development opportunities.

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

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 age26 or younger.

Dental Coverage: For eligible employees and their families, including domestic partners and dependent children age26 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.

Closing Date/Time: 3/9/2026 5:00 PM Pacific

Salary:

$71,448.00 - $100,588.80 Annually