Administrative Assistant

Pierce County, WA•Tacoma, WA

43d•Hybrid

About The Position

The Administrative Assistant to the Clerk of Superior Court is a great opportunity to support the Clerk and serve internal and external customers of the Clerk's Office, and is a key team member to the overall department. This position brings significant value and change by supporting the management and coordination of multiple projects. Are you a highly skilled administrative professional looking to make a difference and improve the communities and lives of people in Pierce County? As a creative and accomplished administrative professional, you will support the Clerk with daily administrative functions such as managing calendars, correspondence, organizing events, coordinating several tasks, responding to public records requests, accomplishing and organizing projects, using various forms of technology, and being a creative thinker, problem solver, and providing excellent customer service. You will have the exciting opportunity to support transformative change in the Clerk of Superior Court's Department. This position reports directly to the Clerk of Superior Court but also supports the Chief Deputy Clerk. You will be a key member of the administration team and will attend management and divisional meetings, take meeting minutes, respond to customer phone and email inquiries, help develop training manuals, respond to records requests, keep high levels of confidentiality, and be the department's HR-Partner. You will use your good judgment, professionalism, and ability to anticipate needs as you support the Clerk of Superior Court. The Clerk of the Superior Court's work is mostly administrative in nature, providing essential services for the community through maintaining the records of all cases filed in the Superior Court. We are an essential service helping people navigate through unfamiliar territory during challenging times with knowledge and empathy, creating safe spaces for residents of the county. Bring in your understanding of customer service and modern administrative practices, along with a "can-do" approach, and you will thrive in this role. With your exceptional communication skills, you will be communicating in person and through a variety of electronic modes (phone, email, instant messaging, video conferencing) to assist customers and support your team. Multi-taskers, those with a high fluency in the Microsoft Office Suite of programs (Word, Excel, PPT, and Outlook), and quick learners will be successful in this environment. This position is primarily in the office, and through collaboration, can include some occasional remote work after a successful training period. Your work will directly impact your community, and it offers a great foundation for future positions within the Clerk of Superior Court and Pierce County. There is a great opportunity for growth and development within this role, and you will receive cross-training from the Office Assistant series, preparing you for opportunities across all divisions of the county. This is your career, and we want you to be successful!

Requirements

A resume and cover letter are required for this position. Applications without a resume and cover letter will not be considered.
Three or more years of progressively responsible clerical/administrative experience, which includes experience directly related to the duties of the position.
Additional education or experience may substitute for the recruiting requirements
As a condition of employment, the applicant will need to authorize and complete a background check. Information received from the background check is reviewed case-by-case basis and will not necessarily remove an applicant from consideration.

Responsibilities

Provide administrative services to the head of a department or upper management; make arrangements for meetings and notify conferees, maintain calendars, arrange for travel, transportation, and accommodation, answer questions on the status of current projects, exercise discretion in the type of information given, make appointments, and relay messages of a confidential nature.
Maintain and update appointments to appropriate Boards and Commissions. Handle related correspondence; compose letters and responses to correspondence and memoranda.
Assist in the management of the office. Develop and recommend office policies and procedures. Implement changes subject to the approval of the supervisor.
Participate in the collection of data and preparation of complex reports requiring thorough knowledge of departmental operations, procedures, and regulations. Conduct research and special studies in needed areas and prepare reports with recommendations for corrective actions.
Represent supervisor or department at meetings; address administrative and policy matters, explain and interpret complex rules, policies, and operating procedures. Provide information and advice concerning specialized or technical services rendered and related office functions, including response to difficult problems and questions raised by the public or by employees.
Control expenditures in accordance with budget allocations by reviewing proposed expenditures.

Benefits

Vacation (Annual Leave)
After approximately six months, employees receive six days of vacation leave.
Since we value your experience, the amount of vacation you can accrue increases the longer you work with us. Vacation accrues on a bi-weekly basis for full-time employees as follows:
Vacation Accruals:
During years 1-3, 12 Days
During years 4-7, 16 Days
During years 8-13, 20 Days
During years 14-18, 23 Days
During years 19, 24 Days
During years 20, 25 Days
During years 21, 26 Days
During years 22, 27 Days
During years 23, 28 Days
During years 24, 29 Days
During years 25 & thereafter, 30 Days
A maximum of 45 days may be carried from one year into the next.
Pro-Rated for Part-Time based on % of 1.0 FTE.
Military Leave:
Pierce County has a proud history of supporting the armed forces and provides members of the armed forces with up to 21 days paid military leave per state fiscal year.
Holidays:
Some full-time employees are entitled to eleven paid holidays as follows:
New Year's Day - January 1
Martin Luther King, Jr's birthday - Third Monday in January
President's Day - Third Monday in February
Memorial Day - Last Monday in May
Juneteenth - June 19
Independence Day - July 4
Labor Day - First Monday in September
Veteran's Day - November 11
Thanksgiving Day - Fourth Thursday in November & Friday after
Christmas Day - December 25
Personal Holidays:
Regular full-time and regular part-time employees, and employees occupying limited duration positions, shall also receive two additional paid personal holidays. Paid personal holidays shall only accrue for those employees on County payroll as of January 1 of each year or the first work day following January 1 and must be taken during the calendar year in which it was accrued.
Furlough:
Some Pierce County employees may be designated to receive 10 "furlough" days per year in lieu of holidays. Furlough days are available for use on January 1 and must be scheduled and taken within the calendar year. Employees who leave employment with Pierce County must reimburse the employer for used furlough days based upon the number of remaining holidays.
Sick Leave:
Sick leave accrues on a bi-weekly basis, at the rate of one day per month.
Insurance Benefits:
Employees and families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with very affordable monthly premiums that offer coverage throughout Pierce County. Employees are eligible to enroll each year in a flexible spending plan, which enables them to use tax-deferred dollars toward their health care and dependent care expenses. Employees also have the opportunity to participate in supplemental life and long term disability insurance plans. To view premium rates, summary of benefit coverage, and other information, please visit the Pierce County Health Benefits website.
Retirement and Deferred Compensation:
Pierce County employees are members of the State of Washington's Department of Retirement System (DRS) and depending on the position or previous DRS enrollment will be able to enroll in one of many programs DRS offers. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Nationwide Deferred Compensation Plan. This is a supplemental retirement savings program that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security:
All Pierce County employees are covered by the federal Social Security and Medicare systems. The county and the employee pay an equal amount into the system.
ORCA Passport Program
Pierce County employees may participate in the County's ORCA (One Regional Card for All) Passport program.
Your Pierce County issued ORCA card is loaded with an annual Passport pass. The pass automatically renews every year. The pass will provide you with free transportation on regularly scheduled service on several public transit systems.
Miscellaneous Benefits:
Please visit Pierce County's Benefits website for more information.
Telework/Remote Options:
Some departments allow for telework or work-from-home options dependent on the body of work. Learn more about our telework policy here.