Office Assistant 4

Pierce County•Frederickson, WA

5d•Hybrid

About The Position

This position reports in office as needed and does not have a set remote work schedule. Remote work will be based on needs of the work unit and staffing levels for area of responsibility. This role is with the largest division of the Planning and Public Works Department and is broad in its responsibilities and diverse in its customer service needs. In this administrative role, you and your team will be supporting administrative duties, payroll, timekeeping, coordination and tracking of the divisions training, coordinating advisory board needs, overseeing programs such as Owner Will Maintain and Adopt a Road, reviewing correspondence, recruiting and onboarding, and public records requests. You will also be assisting financial needs with coding financial transactions, coordinating travel, purchasing, and warehouse functions. These actions will be documented on Workday, Excel, Adobe, Cognito and other administrative programs. Your work here supports a division with strong and tangible community impact. PPW stewards a healthy and vibrant community by collaboratively planning and investing in our people, infrastructure, systems, and policies. PPW’s team has more than 800 members that collaborate, innovate and inspire in performing essential services to the community. The department is responsible for the County road and levee systems, sewer systems, airports, ferries, building permits, environmental review, sustainability, community planning, and code enforcement. Your success will come from your leadership and from managing multiple priorities, focusing on details, training the team, meeting or exceeding timeline requirements, and thinking independently. You will need to have highly effective communication and feedback, written and verbal, for internal and external staff and customers. Understanding the importance of the team, the division, and the divisions focus will further ensure your success. You will have access to professional development through robust online learning and other training opportunities throughout your career to ensure your success. This position has multiple career growth and promotional opportunities in Pierce County to build on a great career while directly impacting the communities in Pierce County.

Requirements

Four years of progressively responsible clerical experience, which includes one year of supervisory responsibility.
A valid driver’s license is required.
As a condition of employment, the applicant will need to authorize and complete a background check.
Applicants must be legally authorized to work in the United States without the need for visa sponsorship.

Nice To Haves

Additional education may substitute for the required experience for a maximum of two years.

Responsibilities

Supervise and coordinate activities of assigned subordinate employees.
Determine work procedures, prepare work schedules and determine methods for expediting workflow.
Issue instructions and oversee work for accuracy, neatness and conformance to procedures and policies.
Train staff in departmental procedures, processes, and operation and maintenance of office machines and equipment.
Investigate grievances involving subordinates and recommend resolution; recommend promotional and disciplinary actions; approve leave requests, over time; schedule vacations to assume adequate coverage for assigned work area.
Conduct performance evaluations and develop performance measures and standards.
Analyze operating procedures to devise most efficient methods of accomplishing work.
Analyze data gathered, develop information and consider available solutions.
Participate in the analyses, recommendation and implementation of new systems, policies and procedures.
Consult with management regarding administrative needs; attend management and staff meetings.
May monitor and control budget; make budget recommendations; authorize departmental purchases.
Provide information and advice concerning specialized or technical services rendered and related functions, including response to the most complex and difficult problems and questions raised by the public served or staff.
Compose correspondence to staff and the public to provide information or in response to questions for routine and non-routine issues; Compose memos informing department staff of policy or procedural changes.
May prepare training manuals and preside over training classes.
May develop and install systems and train personnel in applications.
Perform duties of a highly confidential nature.