Office Manager - Rail

City of Tacoma•Tacoma, WA

About The Position

Tacoma Rail is recruiting for an Office Manager to support the Rail Superintendent and Rail Senior Leadership Team, providing executive-level support in a dynamic and highly confidential environment. This position manages the day-to-day administrative operations and workflow of the Rail office while ensuring efficient coordination of executive priorities, communications, and organizational activities. The Office Manager exercises a high degree of independent judgment and discretion in relieving the Rail Superintendent of administrative details and managing sensitive and confidential matters. The role requires comprehensive knowledge of City policies, procedures, Tacoma Municipal Code (TMC), Charter requirements, and Rail-specific policies and practices. This position operates with significant autonomy and is expected to proactively anticipate executive and organizational needs, prioritize competing demands, and maintain effective office operations in support of Tacoma Rail’s strategic and operational objectives. The Office Manager serves as a key point of coordination and communication for leadership, staff, and external stakeholders, demonstrating professionalism, sound judgment, adaptability, and integrity at all times. Successful performance in this role requires exceptional organizational and time management skills, strong written and verbal communication abilities, attention to detail, confidentiality, and the ability to manage complex administrative functions in a fast-paced environment.

Requirements

Minimum Education: High School Diploma or GED
Minimum Experience: 6 years including 2 years of prior advanced senior-level or lead experience
Some positions may require a Washington State Driver's License
Equivalency: 1 year of experience = 1 year of education
Strong knowledge of record retention practices, file management, archiving, and retrieval
Understanding of municipal processes, policies, reporting requirements, and workflow
Clear and professional verbal and written communication
Strong organizational, multitasking, and time-management abilities
Customer service and interpersonal skills for working with staff, contractors, and the public
Ability to prepare reports, presentations, and operational documents
Skills in prioritizing issues for leadership and supporting project coordination
Ability to work effectively in fast-paced or emergency-driven environments

Nice To Haves

Experience in office administration, public administration, or municipal operations
Background coordinating schedules, meetings, and departmental communications
Familiarity with government processes, policies, or public-sector reporting
Experience handling confidential and sensitive information with discretion
Ability to support operational teams, supervisors, and department leadership
Demonstrated ability to manage records, including proper record retention and compliance with city and state requirements
Proficiency with office software, scheduling systems, and document management tools
Strong organizational and multitasking abilities in a fast-paced environment

Responsibilities

Provide executive-level administrative support to the Rail Superintendent and Rail Senior Leadership Team, including management of complex calendars, scheduling, priorities, and confidential matters.
Serve as the primary point of contact for the Rail Superintendent by screening and prioritizing communications, responding to inquiries, and coordinating with internal and external stakeholders.
Prepare, edit, proofread, and manage confidential correspondence, reports, presentations, contracts, personnel documents, Board materials, and other executive-level documents.
Coordinate and support Public Utility Board processes, including preparation and submission of Board materials, tracking follow-up actions, and maintaining official records and documentation.
Organize and facilitate meetings, leadership sessions, and special events by scheduling participants, preparing agendas and materials, recording meeting minutes, and tracking action items.
Support Rail Senior Leadership Team operations through meeting coordination, document management, Teams and Smartsheet administration, and cross-functional communication.
Perform financial and budget-related administrative functions including procurement card reconciliation, expenditure tracking, budget monitoring, and assisting with budget recommendations.
Serve as a liaison with City departments, regulatory agencies, partner organizations, employees, and the public while exercising professionalism, discretion, sound judgment, and confidentiality.

Benefits

Annual Salary: $85,051.20 - $119,745.60
Rail-Specific Benefits: Rail employees do NOT participate in TERS, the city’s standard retirement plan.
Post-1995 hires: Employees are vested after 5 years (60 months) of service.
Retirement Eligibility: Full Retirement (Unreduced Benefits) - Age 60 with 30 years of service: Eligible for full Tier I and Tier II Railroad Retirement benefits.
Early Retirement (Reduced Benefits) - Age 62 with at least 10 years of service: Eligible to retire early, though both Tier I and Tier II benefits will be reduced.
Full Retirement Age (Aligned with Social Security) - Approximately age 65–67 with at least 10 years of service: Eligible for full, unreduced benefits if you have not already retired early.
A Commitment to Equity & Diversity: At the City of Tacoma, we're on a mission to make our workforce as diverse and inclusive as the community we serve. We actively seek out candidates from a wide range of backgrounds and cultures. Join our team at the City of Tacoma and help us build a more vibrant, inclusive, and equitable community for all. If you have a less traditional background, we want to hear about your transferrable skills and experience. We value a variety of perspectives and are excited to see what you bring to the table.

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