Office Administrator - ES Operations & Maintenance

Job Description:

Office Administrator - ES Operations & Maintenance

Description

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 Operations & Maintenance (O&M) Division operates and maintains the City's wastewater treatment plants and all wastewater and stormwater pump stations, and provides inspection, cleaning, and repair services for the City's sanitary and stormwater utility systems. The Office Administrator for the Operations & Maintenance (O&M) Division is an appointive position that is responsible for leading the Division's Administration team and will provide direction and supervision of staff. The responsibilities for this key position include:

• Office supervision and team leadership
• Payroll, HR, and personnel matters
• Division correspondence and records management
• Process improvement and employee development
• General administrative and clerical duties

The ideal candidate demonstrates strong leadership, organizational skills, excellent judgment, and a commitment to exceptional customer service for both internal and external stakeholders. This position requires the ability to work independently on projects from conception to completion while handling sensitive and confidential matters with discretion.
Technical Proficiency: Strong skills in Microsoft Office 365 (Outlooks, Word, Excel, PowerPoint) are required. Experience with HRIS, SAP, and/or other administrative systems is preferred.

The Principles that Guide Us

Tacoma, the City of Destiny, has a workforce of dedicated, talented employees with unique skills and perspectives. We embrace innovation and strive for excellence and community engagement. The Principles that Guide Us - Integrity, Service, Excellence, and Equity - represent the core of our work in public service.
ESSENTIAL DUTIES:
Office Supervisor

• Supervise the O&M Division's administrative team, including hiring, coaching, training, evaluating, and disciplining as necessary.
• Assign, coordinate, and review work to ensure accuracy, efficiency, and alignment with division priorities.
• Balance workload and staffing to meet operation needs.

Personnel Management

• Serve as division liaison for all HR functions within the O&M, which includes more than 150 staff members,
• Coordinate HR related activities such as hiring, onboarding, separations, promotions, discipline, evaluations, safety issues, and classification/reclassifications.
• Maintain a high level confidentiality of personnel-related matters.

Administrative Management

• Oversee all administrative functions supporting the O&M Division Manager.
• Serve as the facilitator for division-wide administrative issues and act as the liaison with other City departments.
• Provide expertise, resolve problems, and coordinate cross-departmental projects.
• Serve as key contact for HRIS and other City systems (training provided).

Record Management Coordinator

• Act as a Division liaison for information and record management.
• Oversee compliance with records retention schedules, public disclosure requests, archiving, and file/website management.
• Coordinate the division's City Council legislative actions.

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

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: 9/29/2025 5:00 PM Pacific

Salary:

$71,448.00 - $100,588.80 Annually