Office Assistant

Position Description

NOTE: Please read the full job announcement for complete information regarding this posting. Once the posting closes, applications will be reviewed. Those who pass minimum qualifications will be sent an invitation to take an online assessment at the email address provided on your application. If you have applied for an office assistant position in the past, please note, previous test scores will not be used .

Under the direction of an assigned supervisor, an Office Assistant performs a variety of routine and moderately complex clerical duties such as processing documents and records, extracting and compiling records or data, responding to routine inquiries concerning departmental services and procedures, maintaining and monitoring established record keeping, filing, and data base systems, as well as producing forms, letters, record entries and other material. Positions typically perform data retrieval, verification and modification using various computer applications. Some positions may require individuals who are experienced with call management and require a high volume of call routing.

The City of Tacoma is committed to fostering a workplace that is innovative and flexible, and which attracts, supports, and retains a diverse and talented workforce. Telework arrangements may be available, depending on the position and needs of the City.
WHY WORK FOR THE CITY?
The City of Tacoma is nestled along the shores of Commencement Bay in Washington State and offers many community parks, miles of beautiful waterfront, hiking & biking trails, golf courses, museums, and a world-class zoo with an aquarium. Tacoma also serves as a gateway to some of the most magnificent natural wonders in the world, such as Puget Sound, Mount Rainier National Park and the Olympic Peninsula.

The City of Tacoma provides excellent medical, dental and vision benefits for the whole family; paid holidays and personal time off; participation in Tacoma's Public Employees' Retirement System and a growing variety of City-sponsored health and wellness opportunities. For more information on the City of Tacoma's benefit package feel free to explore City of Tacoma Benefits.

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.

Qualifications

High school graduate or equivalent and one year of clerical experience.

Licenses, Certificates and Other 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.

Knowledge & Skills

• Modern office practices, methods and procedures such as word processing, managing files and records, and other office procedures and terminology
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
• Ability to learn general departmental services and operations
• Ability to establish and maintain harmonious work relationships with co-workers and the general public
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions
• Ability to solve problems and exercise sound judgment when initiating processes, actions, and alternatives within established procedures, policy, and local practice
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals
• Ability to use a computer application to accurately enter text, insert pictures, format, edit, printing, save and retrieve word processing documents
• Ability to use a computer application to accurately enter, manipulate and format text and numerical data, insert, delete and manipulate cells, rows and columns, and create and save worksheets, charts and graphs
• Ability to use a computer application to manage large amounts of information, including creating and editing simple databases, inputting data, retrieving specific records, and creating reports to communicate the information
• Ability to navigate the internet to find information, including the ability to open and configure standard browsers and use searches
• Ability to operate a variety of office equipment including adding machines, printers, multi-line phone systems and copy machines
• Communicate information effectively to internal and external customers face-to-face, on the telephone, by electronic mail, and through written correspondence
• Maintain confidentiality of restricted information

Selection Process & Supplemental Information

Interested individuals must apply online and attach a detailed resume and cover letter that includes job experience, major responsibilities and accomplishments related to this position.

Applicants who meet the minimum qualifications will be invited to take an online assessment which includes but is not limited to Microsoft Suite 2016 (Excel, Word, Outlook) basic and intermediate simulations, along with accountant skill-based questions, as the required Experience & Training (E&T) test. Applicants must receive a passing score (70% or better) to be placed on the eligible list for interview and hiring consideration. The eligibility list established for this recruitment is generally good for one year. Applicants selected for interviews may be required to complete a work problem or an additional office skills assessment prior to their interview.

Candidates who are eligible for Veteran's Preference scoring criteria must attach a copy of their DD-214 member copy 4, (proof of military discharge form) at time of application , to be eligible for review for Veteran's Preference points.

Appointment is subject to passing a background check. This position is covered by a Labor Agreement between the City of Tacoma and Local 483. New employees must successfully complete a nine-month probationary period prior to obtaining permanent status in this classification.

Communication from the City of Tacoma:
We primarily communicate via email during the application process. Emails from Tacoma.gov 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 an hour or more entering the required 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.

For assistance with the NEOGOV application process, questions regarding this job announcement, or if you are experiencing complications while applying, please contact the Human Resources office at 253-591-5400 by 4:00 pm of the closing date of the job announcement. This will allow us to assist you before the job announcement closes. (For technical difficulties using the NeoGov system, call the applicant support line at 1-855-524-5627 between 6:00 am and 5:00 pm Pacific Time.)

The City of Tacoma is an Equal Opportunity Employer. All applicants meeting minimum qualifications will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status or genetic information.

The City of Tacoma provides excellent medical, dental and vision plans for the whole family; paid holidays and paid leave; participation in the Tacoma Employees' Retirement System (alternate plan for Police/Fire); continuing education and advancement opportunities and a growing variety of City-sponsored health and wellness opportunities and incentives.

Medical Coverage: For eligible employees and their families, including domestic partners and dependent children age26 or younger.

Dental Coverage: For eligible employees and their families, including domestic partners and dependent children age26 or younger.

Vision Coverage: For eligible employees and their eligible dependents.

Paid Leave: City employees are entitled to received paid holidays, sick/vacation leave or personal time off (PTO), depending upon union affiliation and appointment type.

Insurance Plans: Employees are covered by a long-term disability plan. Short-term and expanded long-term disability insurance plans are also available to employees. The State Industrial Insurance Act also covers employees.

Deferred Compensation: Income can be set aside on a pretax basis and invested for supplementation of normal retirement income.

Retirement: All employees of the City, except members of the Police and Fire services, Tacoma Rail and certain project employees, are included in the Tacoma Employees' Retirement System. Information on the Tacoma Employees' Retirement System can be found at www.cityoftacoma.org or by calling (253) 502-8200.

Other Employment Information

Direct Deposit: Employees are paid on a bi-weekly schedule by direct deposit.

Salary Increases: Based on satisfactory job performance, the City provides for a regular progression of salary increases for most classifications according to the salary schedule.

Union Affiliation: Many job classifications are covered by union security provisions which require union membership, dues, or payment of equivalent service fees.

Note: The provisions of this job announcement do not constitute an expressed or implied contract. Any provision contained herein may be modified and/or revoked without notice.

Closing Date/Time: 6/16/2025 5:00 PM Pacific

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• City of Tacoma

• 253-591-5400

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