The City Manager’s Office is seeking a candidate with experience performing advanced, diverse administrative and organizational functions in an efficient, accurate and courteous manner. This individual will provide high-level administrative support to the City’s elected officials in the City Council office and as needed to the City Manager’s Office Executive Team. The incumbent will be responsible for assisting in scheduling, drafting correspondence, and generally help with managing the official business of any Council member, as well as assisting with other administrative responsibilities, special projects, research and duties as assigned by the City Manager’s Office. This position requires the incumbent to maintain a high level of confidentiality in all tasks, be highly responsive and exhibit a professional appearance and demeanor. Strong time management, organizational skills and the ability to work independently in a self-directed manner is required. This is a high stress/high volume position. Regular and predictable attendance is a must.

The ideal candidate is professional, organized, responsive, resourceful, confident, self-motivated, and has a seasoned background in administrative support.

Must be proficient with computers and have an expert working knowledge of Microsoft Outlook.

Primary Responsibilities:

• Maintain busy calendars for City Council members and as needed for the City Manager Office Executives; oversight of scheduling and arranging appointments, meetings, attendance at special events, and conference calls. Ensure preparation of meeting materials and coverage on behalf of Council members at board and committee meetings, as appropriate.
• Assist internal and external customers with issues and requests for action; gather background information and prepare summaries as appropriate; share information about urgent and important matters with the Council members and City Manager Executives.
• Work with Council members to coordinate and schedule special projects and initiatives. Arranges and coordinates travel for the Council members.
• Make or approve procurement card purchases. Assists in preparation and tracking of budget, financial/budget reconciliation and invoice payments.
• Serve as liaison between City Council, City Manager, and executive staff; provide clear communication regarding schedules, policy, progress, and special initiatives.
• Facilitate a high level of trust; handle confidential and proprietary information appropriately; provide information in accordance with established procedures and policies.
• Fulfill public disclosure requests on behalf of the Council Members and maintain records per the applicable policies and state laws.
• Effectively communicate with external and internal audiences in person, over the phone or via email, answering and/or directing inquiries.
• Provide excellent customer service internally and externally including receiving, analyzing and handling inquires; delegating as necessary; and interpreting and explaining complex laws, guidelines, policies, programs, rules, requirements and procedures.
• Maintain confidentiality and other information and records.
• Establish and maintain effective working relationships with internal and external audiences to preserve the respect and reputation of the City Council and the City Manager’s Office.
• Provide assistance and support on special assigned projects. May support the functions of a committee, board or department by managing all aspects of meeting planning and preparations, attendance, minutes, and required follow-up actions and correspondence as needed.

Qualifications

DESIRED QUALIFICATIONS (TRAINING AND EDUCATION)

NOTE: Related work experience may be substituted for education on a year-for-year basis.
Bachelor’s degree in business administration, public administration or closely allied field and three years of progressively responsible office experience at a senior clerical support level or higher.

Candidate must be self-motivated, customer service oriented and dependable; have proficiency in Microsoft Outlook and possess the ability to quickly learn Microsoft TEAMS, Word, Excel and all other department specific software; demonstrate a high degree of integrity and trustworthiness; properly manage time to meet deadlines, work well as a team member, as well as independently; and possess verbal, written and interpersonal skills necessary to effectively and skillfully maintain cooperative working relationships with Council members, senior management and key stakeholders.

Experience working with high level executives, elected officials, board members and/or community leaders and proficiency with Windows-based software applications including Microsoft Office and SharePoint is preferred.

LICENSING, CERTIFICATIONS AND OTHER LEGAL REQUIREMENTS:
There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position.

• Depending upon assignment a WA driver’s license may be required
• Individuals may have to pass a background check depending upon assignment

Knowledge & Skills

Accountability
Accept personal responsibility for the quality and timeliness of work. Can be relied upon to achieve excellent results with little need for oversight.

Ethics & Integrity
Earn the trust, respect and confidence of coworkers and customers through consistent honesty, forthrightness and professionalism in all interactions; handle sensitive contacts with public, government officials, and confidential matters; interview job applicants to determine work best suited to them; use discretion and sound judgment handling workplace situations and issues.

Coordinating & Organizing
Effectively coordinate activities, services and schedules to ensure smooth and efficient operation of work.

Problem Solving
Use intelligence, common sense, hard work and tenacity to solve particularly difficult or complicated challenges; define problems and identify solutions, collect data, establish facts and draw valid conclusions.

Workload Management
Effectively organize multiple assignments, sometimes of a complex nature or involving competing priorities to produce work products that are accurate, thorough and on time.

Communication Effectiveness
Convey clear, timely, persuasive messages that positively influence the thoughts and actions of others; interacting respectfully and sensitively with individuals and groups to develop productive relationships and provide customer service.

Selection Process & Supplemental Information

WHY WORK FOR THE CITY?
The City of Tacoma offers a generous program of employee benefits:

• Outstanding working conditions and an exceptional quality-of-life environment.
• Medical coverage for eligible employees, spouses and dependents, including children up to age 26.
• Vision care with VSP for employees and eligible dependents enrolled in the Regence PPO medical plan with vision benefits.
• Dental coverage for eligible employees and their elected dependents, including dependent children up to the age of 26.
• Deferred compensation allowing tax-deferred savings as authorized under Section 457 of the IRS Code.
• Personal time off.
• Paid holidays.
• A great pension plan

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 Livability.com, 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, flexible schedules (possible for some job classifications), continuing education programs, leadership pathways, wellness incentives and a total rewards benefits program.

We welcome you to look at our website and discover how the City of Tacoma can make your next career move part of our combined destiny:
http://www.cityoftacoma.org/
http://www.traveltacoma.com/
http://www.cityoftacoma.org/newhires

Interested individuals should apply online and attach a detailed resume AND cover letter describing your responsibilities as it relates to this position. Please also attach a work example of an executive memo, narratives and/or a statistical memoranda or report you have created.

Applications received without the required resume, cover letter and work example will not progress in the selection process

NOTE: December 7th, 2020 will be the first review of applications received for consideration for this recruitment by a panel of Subject Matter Experts.

This is a competitive selection process.  Your responses on the application form and supplemental questionnaire will be reviewed and evaluated for the quality and quantity of education/experience in the areas listed.  Applicants whose qualifications most closely correspond to the City’s needs will be eligible for further consideration. Short notice may be given to applicants to participate in further selection processes which may include a work assessment.  Applicants who have the strongest backgrounds related to the responsibilities of this position may then be invited to participate in the interview process.

City of Tacoma Commitment to Diversity and Inclusion
Tacoma’s diversity is its greatest asset. Tacoma embraces its multi-cultural and multi-ethnic character. Communities of color and immigrant communities are fundamental to Tacoma’s entrepreneurial spirit, workforce, and long-term success. In Tacoma, equity and empowerment are top priorities, meaning that all Tacoma residents must have equitable opportunities to reach their full potential and share in the benefits of community progress.  One of our goals is for the City of Tacoma workforce to reflect the community it serves. We actively work to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences. Our goal is for Tacoma to be an inclusive and equitable place to live, work, and play.

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

For assistance with the NEOGOV application process, or questions regarding this job announcement, call the Human Resources office at (253) 591.5400 before 4:00 pm of the closing date of the job announcement.

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.