Office Manager for the Mayor

City of Tacoma•Tacoma, WA

3d•Hybrid

About The Position

The City Manager’s Office is seeking a highly skilled, detail-oriented Office Manager to support the Office of the Mayor. We are looking for a candidate with exceptional organizational abilities, strong communication and writing skills, and a demonstrated commitment to customer service. This role supports a fast-paced, high-impact environment and plays a key part in advancing the Mayor’s priorities. This position exercises significant independent judgment while managing the Mayor’s schedule, coordinating constituent casework and letter writing, executing the Mayor's community engagement and social media plan, and ensuring rapid and accurate follow through on all requests. Key responsibilities include composing and managing monthly e-newsletters, supporting the Mayor’s communications, assisting with constituent casework, organizing town halls and grassroots community engagement activities, and coordinating travel logistics. The role requires creativity, personal initiative, and the ability to manage confidential information with discretion. The ideal candidate thrives in a collaborative environment, communicates with professionalism and speed, and maintains a welcoming and service-oriented demeanor. Strong time-management skills and the ability to work independently are essential. Additional responsibilities include routine office tasks and other duties as assigned. Occasional travel between City facilities and work outside normal business hours may be required to meet operational needs.

Requirements

High School Diploma or GED
6 years including 2 years of prior advanced senior-level or lead experience
Relevant education and experience may substitute for one another on a year-for-year basis
Some positions may require a Washington State Driver's License
The ability to be flexible and adaptable, positively navigating situations with high ambiguity while working collaboratively in a fast-paced work environment
Strong people skills; the ability to build strong professional relationships, professional credibility, and a trusting environment
A customer service attitude and approach
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
Familiarity with local government and experience staffing elected officials
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
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 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
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
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
Proficient writing and communication skills.
Experience with community engagement, marketing, hospitality, or related fields.

Responsibilities

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.
Maintain high-level of organizational and City Council issue awareness.
Ensure preparation of meeting materials and coverage on behalf of the Mayor at various meetings, as appropriate.
Compose correspondence and other forms of communication independently for the Mayor as requested using discretion and confidentiality; reference policies, rules, regulations and contracts in preparing correspondence in relation to assigned projects; may review and edit material prepared by others.
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.
Fulfill public disclosure requests on behalf of the Mayor and maintain records per the applicable policies and state laws.
Effectively communicate with external and internal audiences in person, over the phone, or via email, answering and/or directing inquiries appropriately.
Provide excellent customer service internally and externally including receiving, analyzing and handling inquiries; delegating as necessary; and interpreting and explaining complex guidelines, policies, programs, rules, requirements and procedures.
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.
Research, gather, and compile information; independently prepare reports and correspondence; assists senior staff and/or elected leaders with preparation of complex reports and presentations.
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.
Regular check-ins with City staff and constituents who have requested services to ensure prompt updates and speedy resolutions to community concerns.
Working in concert with the Mayor to execute the Mayor’s community engagement and social media plans.