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Office Administrator - Solid Waste Division - Tacoma , WA (ID: 292723)

Title Office Administrator - Solid Waste Division
Type Administrative and General Services Management
Date Posted January 1, 2018
City / Organization Tacoma , WA
Website Click Here for the Position Listing
Email Contact
Position Description

The City of Tacoma invites you to join our team as an Office Administrator with the Solid Waste Division of the Environmental Services Department.


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 Office Administrator for Solid Waste is an appointive position that is an important role in fulfilling this purpose by supporting customers, employees, and solid waste operations.  As a member of the Solid Waste Management Division's management team, the Office Administrator will be responsible for leading the Division's Administration team and will provide direction and supervision to a staff of 5.  The responsibilities for this key position include teambuilding, customer service, payroll, HR management, division correspondence, records management, employee development, and general clerical duties. 

The successful candidate will have a strong focus on leadership, teambuilding, approachability, and exceptional service to both external and internal customers.  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.  Must be comfortable using computers and have a working knowledge of the Microsoft Office Suite and a strong knowledge of Microsoft Word.

The Principles that Guide Us:
Tacoma, the City of Destiny, has a workforce of dedicated, talented employees with unique skills and perspectives.  We are people who embrace innovation and strive for excellence and community engagement.  The Principles that Guide Us, Integrity, Service, Excellence and Equity,  speak to the values that we embody as City of Tacoma employees, and represent the core of our work in public service. 

Office Supervisor

  • Supervise Division's administrative team. 
  • Manage team hiring, evaluation, coaching, training, guidance, mentoring and discipline as necessary. 
  • Supervise and coordinate the functions of a customer service call group.
  • 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 Solid Waste Division for a staff of 165 positions. 
  • Coordinate and manage: new hires, separations, terminations, discipline, promotions/demotions, OJI's, safety issues, evaluations, position creation and reclassifications.
  • Handle confidential information related to employee relations, changes in the organization, performance appraisals and other sensitive HR-related matters.
Administrative Management
  • Manage all administrative functions in support of the Division.
  • Serve as the facilitator for departmental administration issues 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.
  • Key division contact for HR system and other computer systems (training provided on the job).
Record Management Coordinator
  • Division liaison for information and record management. 
  • Coordinate Division record keeping standards for public disclosure requests, archive management, file management and website information.

City of Tacoma Recruitment Information:
One of the primary goals of the City of Tacoma Equity and Empowerment Initiative is that the City of Tacoma workforce reflects the community it serves. We actively work to eliminate racial and other disparities and we welcome candidates with diverse and/or multicultural skill sets and personal experiences. Our goal is for Tacoma to be an inclusive and equitable place to live, work and play.



Five years progressively responsible administration experience at a senior clerical support level or higher.  Bachelor's degree or Associate's degree may be substituted for experience on a year-for-year basis.


  • Depending upon assignment a WA driver's license may be required
  • Appointment is subject to successful completion of a pre-employment background check.


Knowledge & Skills

Team Leadership:

  • Actively take steps to further build up a team based on respect and open communication.
  • Gain the confidence and trust of others through honesty, integrity and authenticity. 
  • Model approachability and effective interpersonal communication.
  • Manage and handle conflict situations effectively.
  • Provide direction and develop skills and knowledge for other staff.
Customer Service:
  • Work collaboratively and build partnerships with employees in other work areas to meet shared objectives in serving our community. 
  • Relate openly and comfortably with diverse groups of people.
  • Ensure dependability and hold self and others accountable to meet commitments.
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.
  • Explore options and come up with creative solutions to customer issues.
  • Conduct all assignments in a professional and timely manner.
  • Work with confidentiality and discretion.
  • 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

Our City:
With a population over 200,000, Tacoma is the second largest city in the Puget Sound region, gracing the shores of Commencement Bay. We are a diverse, progressive, international city that serves as a gateway to the Pacific Rim and the rest of the world.  Named one of the most livable areas in the country by, Tacoma and the surrounding area is a playground for outdoor and maritime enthusiasts.  Our businesses are vibrant, our parks are beautiful, our schools are exceptional and our housing is affordable. 

When you work for the City of Tacoma you'll enjoy a healthy work/life balance with continuing education programs, leadership pathways, wellness incentives and a total rewards benefits program. 

We welcome you to take a look at our website and discover how the City of Tacoma can make your next career move part of our combined destiny.

The City of Tacoma believes that each employee makes a significant contribution to our success.  This job description is designed to outline primary duties, qualifications and job scope.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Application Submittal:

Interested individuals must apply online and meet the minimum qualifications to progress in the examination process.

Candidates who are eligible for Veteran's Preference scoring criteria must attach a copy of their DD-214 member copy 4, (proof of military discharge form) at time of application, to be eligible for review for Veteran's Preference, with redacted birth date and social security numbers.

Interested individuals must complete the online application and attach a detailed resume and cover letter that includes major responsibilities and accomplishments related to this position.  The cover letter (explaining why you want the job) and resume will be key elements when reviewing applications. 

This is a competitive selection process.  Your application will be reviewed and evaluated on the basis of education, certifications and related experience.  Applicants who meet the minimum qualifications and who most closely correspond to the City of Tacoma's needs will be eligible for further consideration. Those who meet the minimum qualifications will be placed on a referral list for review and potential interview selection. Appointment is subject to passing a pre-employment background and references check.

Supplemental questions regarding an applicant's experience and training are also included in the application form.  These questions will be used to assess candidate minimum qualifications and to provide additional information to the hiring managers regarding candidate experience. 

Communication from the City of Tacoma:
We primarily communicate via email during the application process. Emails from and/or must 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.

The online application system requires you to enter a substantial amount of information. Be prepared to spend at least an hour entering information. In order for your application materials to be considered, all information must be submitted by the closing date and time listed on this job announcement.

If you have any additional questions regarding this position, please contact the Human Resources Department at 253.591.5400 before 5:00 pm of the closing date.

Job Post Expiration Date   January 22, 2018

    All jobs posted are considered open until filled and may close at anytime except as stated in the Job Description. .