Office Administrator - City of Tacoma

The Public Works Department is currently recruiting for an appointive position of Office Administrator.  As a member of the Transportation  Division’s management team, the incumbent will be responsible for leading the Division’s administrative tasks for approximately 60 team members. The Office Administrator will be responsible for the oversight and review of payroll, accounts payable, 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:

ADMINISTRATIVE MANAGEMENT
Manages all administrative functions, whether directly or indirectly, for the Division. Serves as the facilitator and liaison for administrative matters within the Department, 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
Division liaison for all HR functions within the Division for a staff of 60+ 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 Division’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 Division’s 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 Division Manager signature; review routine work of staff for completeness and ensure compliance with laws, rules, policies, procedures and standards.

OFFICE SUPERVISOR
Develop the Division's future administrative team.  Manage the processes related to personnel selection, evaluation, coaching, training, guidance, mentoring and discipline as necessary of the Division’s administrative team.  Coordinate workload management and recommend actions related to proper staffing and classification requirements to meet Divisional expectations. For direct reports, or 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
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.