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Administrative Services Coordinator For The Mayor

Company

City of Tacoma
Address , Tacoma, 98402, Wa
Employment type FULL_TIME
Salary $72,758 - $102,419 a year
Expires 2023-10-04
Posted at 9 months ago
Job Description

City of Tacoma

Administrative Services Coordinator for the Mayor

SALARY

$34.98 - $49.24 Hourly
$72,758.40 - $102,419.20 Annually

LOCATION

Tacoma, WA

JOB TYPE

Non-Classified

JOB NUMBER

A0100-23E

DEPARTMENT

City Manager

DIVISION

City Manager

OPENING DATE

08/03/2023

CLOSING DATE

8/17/2023 5:00 PM Pacific

Position Description



The City Manager’s Office is seeking our next Administrative Services Coordinator for the Mayor! We are looking for a candidate that demonstrated success performing advanced and diverse administrative and organizational functions in an efficient, accurate, collaborative, and courteous manner. The selected candidate will join a dynamic, fast-paced, and supportive team and will engage in meaningful and impactful work providing essential administrative support to the Mayor. This position reports to the Assistant to the City Manager.

This position uses a high-level of independent judgement while scheduling, drafting correspondence, and generally helping manage the official business of the Mayor, as well as assisting with other administrative responsibilities, special projects, research, and duties for the City Manager’s Office as assigned by the City Manager. Successful candidates will demonstrate excellent and effective written and verbal communication skills delivered with a spirit of community service.

This position requires the incumbent to maintain a high level of confidentiality and discretion, be highly responsive, and exhibit a welcoming and professional appearance and demeanor. Strong time management, organizational skills, and the ability to work independently in a self-directed manner is required.

This position is ideal for someone who enjoys collaborating with teammates and stakeholders to solve complex problems in a fast-paced environment.

This position also includes routine office tasks and other duties as required/assigned.

Travel between City buildings and to other locations within the City of Tacoma is occasionally required.

This position has a high volume of fast-paced work. Regular and predictable attendance is a must. This role may be required to work over 40 hours/week and outside of normal business hours on an as needed basis. The City Manager’s Office strives to be a flexible work environment and this position offers hybrid work schedule options (onsite attendance required on Tuesdays and as needed to meet the business objectives of the City Manager’s Office).

Primary Responsibilities:
  • Provide excellent customer service internally and externally including receiving, analyzing and handling inquires; delegating as necessary; and interpreting and explaining complex guidelines, policies, programs, rules, requirements and procedures.
  • Research, gather, and compile information; independently prepare reports and correspondence; assists senior staff and/or elected leaders with preparation of complex reports and presentations.
  • Fulfill public disclosure requests on behalf of the Mayor and maintain records per the applicable policies and state laws.
  • Serve as liaison between Mayor; City Manager; executive staff; and local, state, and federal intergovernmental partners and provide clear communication regarding schedules, policy, progress, and special initiatives.
  • Provide oversight and management of Mayor’s calendar to maximize the advancement of key priorities and provide insight into trends, observations, and awareness of previous requests from individuals. Schedule and arrangement of appointments, meetings, speaking engagements, travel, and special events. Make and communicate schedule adjustments to meet time-sensitive requests and changes to meeting lengths.
  • Facilitate a high level of trust; handle confidential and proprietary information appropriately; provide information and maintain records in accordance with established procedures and policies.
  • Effectively communicate with external and internal audiences in person, over the phone, or via email, answering and/or directing inquiries appropriately.
  • 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 Mayor, Council Members, City Manager, and other executives.
  • Work independently as well as with teammates and community partners to coordinate and execute special projects and initiatives.
  • Arrange and coordinate travel, make or approve procurement card purchases, assist in preparation and tracking of budget, financial/budget reconciliation and invoice payments. Advise Council support staff on Council budget matters.
  • Ensure preparation of meeting materials and coverage on behalf of the Mayor at various meetings, as appropriate.
  • Provide assistance and support on special assigned projects. May support the functions of a committee, board, department, or intergovernmental coalitions by managing all aspects of meeting planning and preparations, attendance, minutes, and required follow-up actions and correspondence as needed.
  • Compose correspondence and other forms of communication independently for the Mayor as requested using discretion and confidentially; reference policies, rules, regulations and contracts in preparing correspondence in relation to assigned projects; may review and edit material prepared by others.
  • Establish and maintain effective working relationships with internal and external audiences to preserve the respect and reputation of the City of Tacoma and the Mayor and City Council.
  • Maintain high-level of organizational and City Council issue awareness.
The ideal candidate for this role has:
  • The ability to successfully prioritize and drive results on behalf of the Mayor in a manner that demonstrates objective neutrality and builds credibility and trust
  • Strong people skills; the ability to build strong professional relationships, professional credibility, and a trusting environment
  • A commitment to the vision, mission, and values of the City, including the anti-racist systems transformation commitments passed by Council in Resolution No. 40622
  • Demonstrated respect for and commitment to identify and meet diverse customer needs and to continuously improve service
  • Demonstrated ability to be politically astute and sensitive to issues or requests that have the potential to be very impactful or possibly cause controversy
  • A practice of leading by example and displaying honest and ethical behavior in all interactions, ensuring that words are consistent with actions and following through on stated commitments
  • The ability to work with a high level of independence while managing a high-volume workload and exercise strong judgement in a variety of sensitive, complex, and/or highly-visible situations
  • The ability to be flexible and adaptable, positively navigating situations with high ambiguity while working collaboratively in a fast-paced work environment
  • The ability to coordinate event planning and meeting logistics that require communicating across cultural differences and/or anticipating the needs and expectations of a broad range of stakeholders
In addition to important and meaningful work, this position offers a comprehensive total rewards package. Here are a few highlights:
  • Competitive wages.
  • Paid time off. This position includes a generous Personal Time Off (PTO) leave program, as well as paid holidays.
  • Applicants must be authorized to work in the United States, there is no sponsorship available for this position.
  • City of Tacoma requires employees to reside in Washington State.
  • Flexible hybrid work schedule options (onsite attendance required on Tuesdays and as needed to meet the business objectives of the City Manager’s Office).
  • Excellent health benefits. We have a highly competitive and generous benefits package for our employees and family with very low monthly premiums.
  • Investment in our employee’s health. We have invested in a robust employee wellness program that offers incentives and discounts on our already low health insurance premiums.
  • Outstanding retirement plan. This position is included in the Tacoma Employee’s Retirement System, a defined benefits plan.

Qualifications

Minimum Education*
High School Diploma or GED/Associate's Degree

Minimum Experience*
6 years including 2 years of prior advanced journey or lead experience

  • Equivalency 1 year of experience = 1 year of education

Desired Qualifications:
  • Notary Public
  • Experience working or interacting with government and/or knowledge of city government
  • Two or more years of experience providing administrative support to an executive or elected leader
  • Studies have shown that women and people of color are less likely to apply for jobs unless they meet all of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background. If you have transferable experience, please tell us about it!

Selection Process & Supplemental Information

This recruitment is being managed by Kye Merritt, if you would like to be notified of similar opportunities or stay connected with things going on at the City of Tacoma, connect with me on LinkedIn.

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.

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.

All interested individuals should apply online and attach a resume and cover letter that includes major responsibilities and accomplishments related to the position.

Appointment is subject to successfully passing a background check. 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.

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.

For assistance with the NEOGOV application process, questions regarding this job announcement, or if you are experiencing complications while applying, please contact the Human Resources office at (253) 591.5400 by 4:00 pm of the closing date of the job announcement. This will allow us to assist you before the job announcement closes.

Agency

City of Tacoma

Address

Human Resources Department
747 Market Street
Tacoma, Washington, 98402-3764

Phone

253-591-5400

Website

http://www.cityoftacoma.org

Administrative Services Coordinator for the Mayor Supplemental Questionnaire

    QUESTION 1
    Responses to supplemental questions must be original content created by the applicant using their own words. The use of online tools or resources to create responses, such as Artificial Intelligence (ChatGPT, etc.), Google, Bing, etc., or plagiarism in any form, is considered cheating and falsification of the application. I understand that any form of cheating or falsification will disqualify my application for further consideration.
    Yes

    No

      QUESTION 2
      Which best describes your highest level of education?
      High school or GED

      Some College

      Associate's degree

      Bachelor's degree

      Master's degree

      PhD or other

      None of the above

        QUESTION 3
        How many years of experience in office administration and/or program support experience?
        Less than two years

        Two to five years

        Six to eight years

        Eight to ten years

        Ten or more years

          QUESTION 4
          How many years of experience in Senior /Executive Level Office Administration experience?
          Less than two years

          Two to four years

          Four to six years

          Six to seven years

          Seven to eight years

          Eight to ten years

          Ten or more years

            QUESTION 5
            This position requires office experience at a senior clerical support level or higher. Share your experience as it pertains to this position. Include your education and qualifying experiences. If you have no experience in this area, please indicate that in your response. Do not refer to your resume in lieu of answering this question.

              QUESTION 6
              Supporting elected leaders comes with unique challenges and opportunities. In 500 words or less, describe what challenges and opportunities you would anticipate and why you would be excited to serve in this role?

                QUESTION 7
                In 500 words or less, explain how you stay organized and manage multiple priorities effectively in a fast paced environment.

                  QUESTION 8
                  In 500 words or less, please describe your experience working in a highly confidential and professional environment.

                    QUESTION 9
                    Please provide specific information regarding how you learned about this job opening. Thank you, your feedback will be used to evaluate our success reaching the public and refine our methods for future job postings.

                      QUESTION 10
                      Please tell us how you learned about this job opening.
                      Job Interest Card notification

                      Professional organization

                      Military organization

                      City of Tacoma employee

                      Online job board posting

                      Word of mouth

                      LinkedIn

                      Indeed

                      Facebook

                      Instagram

                      Careers in Government

                      Government Jobs

                      Outreach Event

                      National Diversity Network

                      African American Job Network

                      Asian Job Network

                      Disability Job Network

                      Latino Job Network

                      Retirement Job Network

                      LGBT Job Network

                      Veteran Job Network

                      Other


                      * Required Question