Office Administrator - Public Works Engineering

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

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: 11/14/2025 5:00 PM Pacific

• 

• City of Tacoma

• 253-591-5400

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