Office Assistant



Office Assistant

Salary

$24.61 - $29.89 Hourly

Location

Tacoma, WA

Job Type

Classified

Remote Employment

Flexible/Hybrid

Job Number

0006-24

Department

City of Tacoma - CITY WIDE LIST

Opening Date

06/07/2024

Closing Date

6/17/2024 5:00 PM Pacific

• Description

• Benefits

• Questions

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.

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.

Applicants who meet the minimum qualifications will be invited to complete an online assessment covering general office skills. This assessment may include the following subjects (but is not limited to): E-mail and Letter Etiquette, Basic Math, Business Communication, Attention to Detail, MS Office 2016 Suite, and Records Management. Candidates who pass the assessment will be placed on an eligibility list for interview and hiring consideration. The eligibility list will be used to fill vacancies as they occur for approximately one year.

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 cityoftacoma.org 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 at least an hour entering 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 by 4:00 pm of the closing date of the job announcement. This will allow us to assist you before the job announcement closes.

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 age 26 or younger.

Dental Coverage: For eligible employees and their families, including domestic partners and dependent children age 26 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 or by calling .

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.

01

These questions will be used to determine whether you meet the minimum qualifications for this position and as a tool to screen applications prior to an in depth look at your application materials. They should be completed thoroughly and honestly. Your responses to these questions may be assessed through the interview and reference check process. Any sign of deliberate misinformation or intentional exaggeration will result in disqualification from the examination process and possible bar from future employment opportunities with the City of Tacoma.

I certify that the information provided is accurate and complete to the best of my knowledge. I understand that any falsification may cancel any terms, conditions, or privileges of employment.

• Yes

• No

  02

  Are you a high school graduate or do you have the equivalent such as a GED? AND Do you have at least one year of clerical experience?

• Yes

• No

  03

  Please select all areas below that you are proficient in. Proficient is defined as having one year of experience, supplemented by formal training, in which you operate comfortably and can use all standard features. Select all that apply:

• Word

• Excel

• Outlook

• Microsoft Teams

• PowerPoint

• SAP

• Visio

• Access

• SharePoint

• Web Maintenance Software

• None of the above

  04

  Please select the areas in this list that you are proficient in. Proficiency is defined as having one year of experience, supplemented by formal training, in which you operate comfortably and can use all standard features. Please select all that apply:

• Customer Service

• Payroll

• Timekeeping

• Petty Cash

• Purchasing/Procurement

• Travel Arrangements

• Taking Meeting Minutes

• Scheduling Meetings

• Paper File Management

• Electronic File Management

• Cash Handling

• Information Technology

• Receptionist

• Data Entry

• Producing Reports

• Compiling Data from Multiple Sources

• Call Center - Call Routing/Management

• None of the above

  05

  Please indicate if you are willing to accept (check all that may apply):

• Temporary appointment

• Report to remote location: Cushman

• Report to remote location: Loveland

• Report to remote location: Mayfield

• Report to remote location: Nisqually

• Shift work

• None of the above

  06

  Please tell us how you learned about this job opening.

• Job Interest Card notification

• Internet search

• Professional organization

• Military organization

• Union job posting

• City of Tacoma employee

• Online job board posting

• Word of mouth

• LinkedIn

• SEED

• TTEP (Tacoma Training and Education Program)

• Indeed

• Facebook

• Instagram

• Careers in Government

• Government Jobs

• NWPPA

• Outreach Event

  07

  Please provide specific information regarding how you learned about this job opening. Thank you, your feedback will be used to evaluate our success reaching the public and refine our methods for future job postings.

  Required Question

Agency

City of Tacoma

Address

Human Resources Department 747 Market Street Tacoma, Washington, 98402-3764

Phone

Website

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