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City of Tacoma WA Safety Office Administrator in Tacoma, Washington

Position Description

Under general direction of the Safety Director, this position will provide management oversight and support, assist in program direction, provide analytical guidance and formulate and implement data-driven decisions and strategies for the department. Specifically, this position will be responsible for development of city safety policies, programs, procedures, department budget, contract management, CDL Program, Safety Sharepoint site and manage the data analysis of injury trends and the Key Performance Indicators. Prepare and deliver correspondence and presentations to the Executive Leadership Teams to include, Directors, Superintendents, Safety Council and Utility Board Members. This person will be the Subject-Matter Expert looked upon from all leadership for guidance in their area of responsibility and is responsible for regularly exercising critical thinking on complex, sensitive, confidential and, often times, highly-technical, matters.

Distinguishing Characteristics Office Administrator positions may be distinguished from administrative classes by the increased delegation of authority to act for management in substantive areas, budgetary development, and supervision of support staff. Regular exercise of responsibility, requiring a high level of technical proficiency, decision making and judgment on complex, confidential or sensitive issues. Employees assigned to classes within this series perform more difficult and responsible duties, complex administrative support and departmental or divisional administrative workload management. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

ESSENTIAL DUTIES:

  • Coordinates and oversees departmental or divisional administrative and clerical functions
  • Explains and interprets complex rules, policies and operating procedures
  • Performs significant portions of professional level assignments, working with professionals and programs
  • Assists in preparation and tracking of budget, financial/budget reconciliation, invoice payments
  • Coordinates staffing requirements, personnel actions, recruitment and requisition processes, may make recommendations on staffing levels or participate in recruitment and/or labor negotiations process
  • Provides internal and external customer service including receiving, analyzing and handling inquiries; delegating as necessary; and interpreting and explaining City laws, guidelines, policies, programs, rules, requirements, and procedures
  • Prepares and distributes meeting notices, agendas, and minutes
  • Conducts research and provides analysis and recommendations
  • Coordinates work of unit with that of other areas; serves as liaison between Safety Director and others
  • Establishes and maintains schedules and priorities; authorizes exceptions and special processing
  • Acts for Safety Director independently under general direction
  • Reviews the work of staff to ensure compliance with rules, laws, policies and standards
  • Attends meetings and conferences at the direction of the Safety Director and may act in a representative capacity for City departments to outside agencies and the public
  • Independently composes documents and correspondence for approval
  • Arranges and coordinates travel for the department
  • Maintains confidential and other information and records
  • Represents and may speak for Safety Director at meetings
  • Communicates decisions and directives on behalf of Safety Director
  • Informs Safety Director of events/items requiring review or action; provides background briefing information orally or in written format
  • Performs quality assurance review and editing of materials and correspondence developed within the office
  • Supports 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
  • May provide labor negotiations support and involvement
  • Performs other work as required

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 proficient with computers and have an expert working knowledge of the Microsoft Office Suite products (Outlook, Word, Excel and PowerPoint).

Qualifications

DESIRED QUALIFICATIONS (TRAINING AND EDUCATION) 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. Related work experience may be substituted for education on a year-for-year basis.

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

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 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 hiring process.**

Interested individuals must apply online and attach a detailed resume, AND cover letter describing your responsibilities as it relates to this position.

Please attach a work example to your application that illustrates your quality of work and experience drafting letters, narratives and statistical memorandum and reports for use by management.

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. Applicants who have the strongest backgrounds related to the responsibilities of this position may then be invited to participate in the interview process. Appointment is subject to passing a pre-employment background and references check.

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.

If you have any additional questions regarding this position, please contact the Human Resources Department at 253.591.5400 before 4:00 pm of the closing date.

Salary: $64,521.60 - $82,700.80 Annually

Location: Tacoma, WA

Job Type: Non-Classified

Department: City Manager

Job Number: 0738-20B

Division: City Manager

Closing: 12/4/2020 5:00 PM Pacific

Agency: City of Tacoma

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

Phone: 253-591-5400

Website: http://www.cityoftacoma.org

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