Office Manager - Tacoma Venues & Events

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Office Manager - Tacoma Venues & Events

Salary

$76,419.20 - $97,968.00 Annually

Location

Tacoma, WA

Job Type

Non-Classified

Job Number

0739-21

Department

Tacoma Venues and Events

Division

Tacoma Venues & Events

Opening Date

06/24/2021

Closing Date

7/8/2021 5:00 PM Pacific

Position Description

The City of Tacoma invites you to join our team as an Office Manager with the Tacoma Venues & Events Department.   
 
The mission of TVE is “Better together: enriching lives in welcoming spaces.” At TVE, we believe in safety first, that inclusivity matters and legendary experiences belong to everyone. Our engaged and collaborative crew make possibilities into reality with creativity and innovation every day.
 
The Office Manager is the principal assistant supporting the Director of Tacoma Venues & Events and a key member of the TVE management team. Additional support may be provided to Deputy Directors and other management staff as required. This is a highly developed position with an advanced level of technical proficiency, which manages the administrative functions for a multi-function department, inclusive of the Tacoma Dome, Greater Tacoma Convention Center, Office of Arts & Cultural Vitality, liaison with externally managed venues (Cheney Stadium, City-owned theaters) and partners including Travel Tacoma.

Distinguishing Characteristics
The Office Manager independently performs the most difficult and responsible types of administrative duties with the largest scope and most complexity. This position accomplishes varied and complex projects; manages department administrative workload and processes; makes decisions; has an in depth role in budget development and monitoring; serves as liaison Director and staff; assumes greater responsibility and authority in Director’s absence; interviews, hires and counsels employees; manages office functions; coordinates staff and activities, ensuring departmental and Board and Commission administrative functions are achieved.
 
Essential Duties

  • Implement department-wide clerical and administrative processes; handling confidential and sensitive issues; drafting reports for management review; performing technical research; evaluating and studying various programs, operations, or activities; conducting basic data analysis; providing administrative and technical support; composing correspondence; and managing complex calendars, activities and events;
  • Exercise signature authority on administrative matters;
  • Establish procedures, interpret and apply administrative policies to the work of the department;
  • Coordinate and make recommendations on administrative workload management, staff requirements, personnel actions, recruitment and requisition processes;
  • Assist with and take significant responsibility for the preparation and monitoring of the department budget, contract, and purchasing functions;
  • Update and assist in preparation of strategic planning to ensure coordination with City’s strategic plan;
  • Directs and/or coordinates special projects;
  • Represents and/or communicates on Director’s behalf at meetings, conferences, etc.; speaks on administrative policy matters;
  • Supervise other staff, provide work direction and/or training;
  • Provide work direction to support staff including training of new hires and assigning and reviewing work for administrative support staff;
  • Provide internal and external customer service including receiving, analyzing and handling inquiries; referring as necessary; and interpreting and explaining City laws, and guidelines, policies, programs, rules, requirements, and procedures;
  • May provide labor negotiations support and involvement;
  • Support Council/Commission/Board operations including preparing rule changes, interpreting intent of board rulings, and notifying affected individuals of decisions or procedures;
  • Prepare and distribute meeting notices, agendas, and minutes; attend meetings and conferences to record proceedings or to receive information or to provide information to City departments, outside agencies, and the public;
  • Originate and prepare material and documents for approval and maintain confidential and other information and records;
  • Perform quality assurance review of materials developed within the office;
  • Perform other duties as assigned.

The successful candidate will have a strong focus on leadership, teambuilding, approachability, and exceptional service to both external and internal customers.  Must possess the ability to exercise good judgment in a variety of situations with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position is required to work independently on projects from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.  Must be proficient with computers and have an expert working knowledge of the Microsoft Office Suite products (Outlook, Word, Excel and PowerPoint).
 
Tacoma Venues & Events is seeking a team member who enjoys helping others develop and looks for opportunities to improve efficiencies. They value inclusivity, inspired by the community, and enjoy working with a variety of stakeholders and viewpoints They are flexible, organized, responsive, resourceful, confident and excited about joining the Department. If this is you, please apply!
 
 Office Supervisor
  • Supervise TVE administrative team; 
  • Manage team hiring, evaluation, coaching, training, guidance, mentoring and discipline as necessary; 
  • Supervise and coordinate the functions of the Greater Tacoma Convention & Trade Center Public Facilities District Board;
  • Support the Office of Arts & Cultural Vitality including the Arts Commission and Tacoma Creates Advisory Board ;
  • Coordinate workload management and ensure proper staffing and classification requirements are met;
  • Provide work direction and review staff output for corrections and provide suggestions and/or improvements if needed.
Personnel Management
  • Division liaison for all HR functions within TVE;
  • Coordinate and manage new hires, separations, terminations, discipline, promotions/demotions, OJI's, safety issues, evaluations, position creation and reclassifications;
  • Handle confidential information related to employee relations, changes in the organization, performance appraisals and other sensitive HR-related matters.
Administrative Management
  • Manage all administrative functions in support of the Department;
  • Serve as the facilitator for departmental administration issues and as a liaison on administrative matters with other City departments;
  • Consult and communicate with a variety of City departments, administrators, and staff to define and resolve problems, provide expertise, exchange information and coordinate projects and programs;
  • Key department contact for HR system and other computer systems (training provided on the job).
Record Management Coordinator
  • Department liaison for information and record management;
  • Coordinate Department record keeping standards for public disclosure requests, archive management, file management and website information.
City of Tacoma Commitment to Diversity and Inclusion
We actively work to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences, because we know that 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 most important goals is for the City of Tacoma workforce to reflect the community it serves, and this goal is in service of our greater vision for Tacoma to be an inclusive and equitable place to live, work, and play.

Qualifications

Desired Qualification (Education and Experience)
Bachelor’s Degree in business administration, public administration or closely allied field and six years of progressively responsible experience at the executive support level in secretarial, bookkeeping, accounting, or administrative work. Related work experience may be substituted for education on a year-for-year basis.

Knowledge & Skills

Professional Competencies
Accountability
Accept personal responsibility for the quality and timeliness of work. Can be relied upon to achieve excellent results with little need for oversight.
Ethics & Integrity
Earn the trust, respect and confidence of coworkers and customers through consistent honesty, forthrightness and professionalism in all interactions; handle sensitive contacts with public, government officials, and confidential matters; interview job applicants to determine work best suited to them; use discretion and sound judgment handling workplace situations and issues.
Coordinating & Organizing
Effectively coordinate activities, services and schedules to ensure smooth and efficient operation of work.
Problem Solving
Use intelligence, common sense, hard work and tenacity to solve particularly difficult or complicated challenges; define problems and identify solutions, collect data, establish facts and draw valid conclusions.
Workload Management
Effectively organize multiple assignments, sometimes of a complex nature or involving competing priorities to produce work products that are accurate, thorough and on time.
Communication Effectiveness
Convey clear, timely, persuasive messages that positively influence the thoughts and actions of others; interacting respectfully and sensitively with individuals and groups to develop productive relationships and provide customer service. 

Selection Process & Supplemental Information

Interested individuals must apply online and attach a detailed resume, and cover letter describing your responsibilities as it relates to this position. Applicants who have the strongest backgrounds related to the responsibilities of this position may then be invited to participate in the interview process. Appointment is subject to passing a pre-employment background and references check. 

WHY WORK FOR THE CITY?
Benefits
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.

The Community
Tacoma is a mid-sized port city that sits along the Puget Sound with a population of nearly 210,000. The third largest city in the state of Washington, it is a diverse, progressive international gateway to the Pacific Rim.
 
Tacoma's natural beauty and proximity to the Puget Sound and Mount Rainier, combined with the vitality of downtown, have made it one of the most-sought after housing markets in the country.  To see a few of the great things Tacoma has to offer, view this YouTube Video!
 
The 23,000 capacity iconic Tacoma Dome is a high-demand venue for the largest names in the entertainment industry. The Greater Tacoma Convention Center is an award-winning venue with over 117,000 sq. ft. of flexible event space. The City owns two historic theaters, the recently renovated Pantages and the Rialto, and Theater on the Square, and Cheney Stadium, home to the AAA Tacoma Rainiers, and OL Reign and Tacoma Defiance football clubs.
 
Tacoma boasts the state's highest density of art and history museums, and is home to a flourishing creative community of writers, artists, musicians, photographers, filmmakers, chefs, entrepreneurs, and small business owners who each add their unique flair to the city's vibrant commercial landscape. Tacoma Creates is a voter-approved cultural access program to increase access to arts, culture, heritage, and science experiences particularly for underserved youth. 

The Principles that Guide Us:
Tacoma, the City of Destiny, has a workforce of dedicated, talented employees with unique skills and perspectives.  We are people who embrace innovation and strive for excellence and community engagement.  The Principles that Guide Us, Integrity, Service, Excellence and Equity,  speak to the values that we embody as City of Tacoma employees, and represent the core of our work in public service.

Recruitment 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, or questions regarding this job announcement, please contact the Human Resources office at 253-591-5400 by 4:00pm of the closing date of the job announcement. This will allow time 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 6:00am and 5:00pm Pacific Time.)  

The City of Tacoma provides excellent medical, dental and vision plans for the whole family; paid holidays and paid leave; participation in the Tacoma Public 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 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.

01
The Supplemental Questionnaire is part of the examination process; accordingly, it should be completed carefully. It must be submitted with your application. Do not indicate "see resume" or copy unrelated content from your resume when answering these questions. Answer all information requested in each question. Failure to do so may result in rejection of your application.

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
Select the option that best describes your education and work experience as it relates to this position.
  • I have a Bachelor's Degree in business administration, public administration or closely allied field and six years of progressively responsible experience at the executive support level in secretarial, bookkeeping, accounting, or administrative work.
  • I have additional, and specifically-related qualifying experience that can be substituted for the four-year degree on a year-for-year basis.
  • None of the above describe my education and/or work experience.
03
This position requires office experience at a senior clerical support level or higher. Share your experience as it pertains to this position. Include your education and qualifying experiences. If you have no experience in this area, please indicate that in your response. Do not refer to your resume in lieu of answering this question.
04
In 500 words or less, describe your experience drafting letters, narratives and statistical memorandum and reports for use by management and include the computer software programs and tools you use regularly. If you do not have experience drafting letters, narrative and statistical memorandum, please indicate, "does not apply." Please attach a work example to your application that illustrates your quality of work.
05
In 500 words or less, explain how you stay organized and manage multiple priorities effectively in a fast-paced environment.
06
The Office Manager must be able to anticipate problems so that challenges may be avoided and deadlines are met. In 500 words or less, describe what techniques you use to anticipate potential problems before they become emergencies.
07
The job you are applying for is highly visible, fast-paced with time constraints and deadline pressures. In 500 words or less, please provide examples of how and why you think you could flourish in such an environment.
08
One of the City of Tacoma's Principles that Guide Us is Equity. In 500 words or less, what opportunities, training, or personal experiences have you had that increased your knowledge of equity, inclusion, or diversity. What have you learned and how have you worked to bring awareness/change towards bias and equity in the workplace?
09
In 500 words or less, please describe your customer service philosophy.
10
In 500 words or less, please describe your experience working in a highly confidential and professional environment.
11
In 500 words or less, please describe how you build and encourage trust in the workplace.
12
In 500 words or less, explain the special skills you have that make you the best candidate for this position and why you applied for this position.
13
Do you have experience working with the following? (Please check all that apply)
  • Government agencies
  • Handling confidential Information
  • Supervisory experience or providing work direction
  • Managing administrative processes
  • Preparing meeting notices, agendas and minutes
  • Purchasing functions
  • Working with the public
  • SAP - System Application & Products software
  • NEOGOV - HR Software for Government & Public Sector
  • SAP Ariba – eProcurement software
14
Please tell us how you first 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
  • Other
15
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

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Tacoma, Washington, 98402-3764
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