Location
Tacoma, WA | United States
Job description
Administrative Assistant
Salary
$28.28 - $34.38 Hourly
Location
Tacoma, WA
Job Type
Classified
Job Number
0737-24
Department
City of Tacoma - CITY WIDE LIST
Opening Date
02/23/2024
Closing Date
3/4/2024 5:00 PM Pacific
Description
Benefits
Questions
Position Description
The City of Tacoma ( is establishing an eligible list for Administrative Assistant that will be used to fill vacancies for one year in all City of Tacoma departments. Administrative Assistants support a variety of City services and programs by performing administrative and clerical functions. Administrative Assistant positions exist throughout the City of Tacoma; work assignments and telework options vary by department.
NOTE: Depending on the business needs of the department, work schedules may include teleworking as an option.
Administrative Assistants use independent judgment in performing professional administrative functions by reviewing routine work of staff for completeness, accuracy, and to ensure compliance with laws, rules, policies, procedures, and standards. Administrative Assistants may handle confidential materials, coordinate personnel actions, assist with projects or programs, and coordinate work within a department, between departments, and with the public and/or other governmental entities.
Benefits
The City of Tacoma offers a very competitive benefits package. For more information on our benefits offerings, check them out here ( . We also offer an amazing defined benefit retirement plan through the Tacoma Employees' Retirement System (TERS). Find more information related to TERS here ( .
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.
Qualifications
Associate's degree and a minimum of two years of increasingly responsible office work experience.*
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.
NOTE: Depending on the business needs of the department, work schedules may include teleworking as an option.
Depending upon assignment occasional travel within a 30-mile (or more) radius may be required.
Individuals must pass a background check. Some positions may require incumbents to successfully pass a Criminal Justice Information Services (CJIS) background check.
Positions assigned to or supporting the Tacoma Police Department may require additional background screening, including, but not limited to, fingerprinting and/or a polygraph test.
Knowledge & Skills
Ability to learn City and governmental policies and procedures regarding area assigned
Ability to learn general goals and purpose of departmental services and operations; establish and maintain harmonious work relationships with co-workers and the general public
Knowledge of office practices and procedures
Ability to learn government structure and process, budgeting, and office technologies
Ability to use a computer application to accurately enter text, insert pictures, format, edit, print, save and retrieve documents
Ability to use a computer application to accurately enter, manipulate and format text and numerical data, insert, delete and manipulate cells, rows and columns, and create and save worksheets, charts and graphs
Ability to use a computer application to manage large amounts of information, including creating and editing simple databases, inputting data, retrieving specific records, and creating reports to communicate the information
Knowledge of accounting support techniques
Communicate information effectively to internal and external customers face-to-face or by phone, email and/or written correspondence
Ability to plan, prioritize, and organize work; analyzing situations to develop a course of action and anticipate potential obstacles
Interacting respectfully and sensitively with individuals and groups to develop productive relationships and provide quality customer service
Gathering and classifying information according to established methods; cooperate with co-workers on group projects
Define problems, collect data, establish facts, and draw valid conclusions; assist with the interview process; handle sensitive contacts involving the public and other work units
Familiarity with the day-to-day operations of an office; ability to use sound judgment in responding to requests and workplace situations to assist in the resolution of issues
Selection Process & Supplemental Information
Please apply online and attach a current resume and cover letter that includes job experience, major responsibilities and accomplishments related to this position. (NOTE: This recruitment is being managed by HR Analyst Kat Flores ([email protected]) .)
Examination
Applicants who meet the minimum qualifications will be invited to participate in an online skills assessment. The assessment may cover proofreading, general business correspondence and Microsoft Office Suite applications. We will send an email with testing information using the online applicant system within a week of the recruitment closing. Applicants who receive a passing score will be placed on the eligible list for interview and hiring consideration.
Appointment is subject to passing a background check. This position is covered by a Collective Bargaining Agreement between the City of Tacoma and Local Union 483 IBEW, Clerical Unit. New employees must successfully complete a nine-month probationary period prior to obtaining permanent status in this classification.
The City of Tacoma is an Equal Opportunity Employer and values diversity in its workplace. Applicants are considered for positions without regard to race, color, religion, sex, national origin, ancestry, age, marital or veteran status, disability, sexual orientation, gender identity, or any other basis prohibited by federal, state, and local laws.
The City of Tacoma
Tacoma is one of the nation's healthiest, safest, and most playful cities. We have daily access to stunning natural surroundings and a great quality of life. We are Washington's most diverse big city, with arts, culture, parks, and recreational opportunities that are envied by much larger cities. We recognize how lucky we are, but we know we can make it even better....TOGETHER!
Tacoma is a mid-sized urban port city that sits along the Puget Sound with a population of nearly 210,000. The third largest city in the state of Washington, it is a diverse, progressive international gateway to the Pacific Rim.
Propelled by significant developments such as the University of Washington Tacoma, the Tacoma Link light rail system, the restored urban waterfront of the Thea Foss Waterway, the expansions of both the MultiCare and Franciscan health systems, and a significant influx of foreign direct investment in its downtown core, Tacoma has evolved considerably since the 1990s.
Tacoma boasts the state's highest density of art and history museums and is home to a flourishing creative community of writers, artists, musicians, photographers, filmmakers, chefs, entrepreneurs, and small business owners who each add their unique flair to the city's vibrant commercial landscape. The iconic Tacoma Dome has endured as a high-demand venue for some of the largest names in the entertainment industry. To see a few of the great things Tacoma has to offer, view this YouTube Video! (
For assistance with the NEOGOV application process, questions regarding this job announcement, please contact the Human Resources office at 253-591-5400 by 4:00PM of the closing date of the job announcement. This will allow time to assist you before the job announcement closes. (For technical difficulties using the NeoGov system, call the applicant support line at 1-855-524-5627 between 6:00 AM and 5:00 PM Pacific Time.)
The City of Tacoma provides excellent medical, dental and vision plans for the whole family; paid holidays and paid leave; participation in the Tacoma Public 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 age 26 or younger.
Dental Coverage: For eligible employees and their families, including domestic partners and dependent children age 26 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 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.
01
The Supplemental Questionnaire is part of the examination process; accordingly, it should be completed carefully. It must be submitted with your application. Do not indicate "see resume" or copy unrelated content from your resume when answering these questions. Answer all information requested in each question. Failure to do so may result in rejection of your application.
I certify that the information provided is accurate and complete to the best of my knowledge. I understand that any falsification may cancel any terms, conditions, or privileges of employment.
Yes
No
02
The City of Tacoma has a technical requirement that employees filling classified roles be residents of the City at the time of their original appointment to a classified job. However, there is a process to request a waiver of this requirement from the Civil Service Board if we identify an outstanding candidate who is a nonresident. Not residing within the City limits of Tacoma is not an automatic disqualifier and everyone is encouraged to apply.
I understand that the City will request a waiver for me if necessary
03
How many years of increasingly responsible office/administrative support experience do you have?
4+ years
2-3 years
Less than 2 years
04
Which of the following best describes your highest level of education?
High school diploma or GED
Some college, no degree received
Associate's degree
Bachelor's degree or higher
None of the above
05
Which of the options below best describes your proficiency in using SAP?
No experience
Developing experience, occasional user
Developing experience, taken related courses, use several times a week
Skilled, everyday user
Expert user
06
How many years of experience do you have providing direct administrative support to management or executive-level employees (e.g., managing calendars, organizing records, prioritizing inquires, and preparing materials for approval)?
Less than 1 year
1 year to less than 3 years
3 year to less than 5 years
5 or more years
07
In which of the following areas do you have professional experience and/or training? Check all that apply.
Outlook
Word
Excel
PowerPoint
SharePoint/One Drive
Smartsheet
Adobe DC or Pro
Microsoft Teams virtual platform
Zoom virtual platform
Website maintenance
DocuSign management
Document production
Proofreading for document accuracy
Project coordination
Planning and organizing work
Hiring/onboarding
Customer service
Assisting with budgets
Procurement
Ariba
SAP
Record keeping
Records management
Public disclosure requests
Timekeeping/Payroll
Maintaining multiple schedules or calendars
Managing travel arrangements
Working for a government agency
Working for a utilities agency
Working in a Finance department
Working in an IT department
Accela
Visio
Tableau
Power BI
HANAlytics
None of the above
08
Choose up to five of the professional experience areas you noted in Question #7 that you feel are your strongest or are most skilled in, and that would transition successfully to an Administrative Assistant position. Please provide information about that experience in detail, to include where you gained the experience and/or training. If you selected no areas in Question #7, please note "N/A".
09
Describe a time when you demonstrated leadership on a team. What was the team's goal? What was the outcome?
10
One of the City's Principles that guides us is Equity. Describe what equity means to you and describe an experience you have working with diverse groups of people.
11
Some positions at the City of Tacoma are appointed on a temporary basis. Temporary appointments are typically less than one year in duration. Would you be willing to accept a temporary appointment?
Yes
No
12
Are you willing to work at any of the following remote locations (please mark all that you are willing to work at)?
Tacoma Water's Headworks in Ravensdale, WA
Tacoma Power's Cowlitz Hydroelectric Project in Silver Creek, WA
Tacoma Power's Nisqually Hydroelectric Project in LaGrande, WA
Tacoma Power's Cushman Hydroelectric Project in Shelton, WA
Not able/willing to work at a remote location
13
Please tell us how you learned about this job opening. Select one.
Job Interest Card notification
Professional organization
Military organization
City of Tacoma employee
Online job board posting
Word of mouth
Tacoma Training & Education Program (TTEP)
Indeed
Careers in Government
Government Jobs
Outreach Event
National Diversity Network
African American Job Network
Disability Job Network
Asian Job Network
Latino Job Network
Retirement Job Network
LGBT Job Network
Veteran Job Network
International Association of Venue Managers
Teamwork Online
Venue Coalition
Venues Now
International Entertainment Buyers Association
Other (see below)
14
Please provide specific information regarding how you learned about this job opening. Your feedback will be used to evaluate our success reaching the public and refine our methods for future job postings. Thank you.
Required Question
Agency
City of Tacoma
Address
Human Resources Department 747 Market Street Tacoma, Washington, 98402-3764
Phone
253-591-5400
Website
Apply
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