Administrative Assistant

***In order for your application to be considered, please ensure a letter of interest and current resume are attached. Applications missing these will automatically be considered as incomplete.***

Why Tumwater?
Tumwater is more than just a city, it’s a vibrant community rooted in history and filled with opportunity. Located at the southern gateway to the Seattle-Tacoma metro area, Tumwater offers the perfect blend of small-town charm and big-picture vision.

Surrounded by the natural beauty of Puget Sound, prairie landscapes, rivers, and evergreen forests, we’re just over an hour from ocean beaches, the Olympic Peninsula, and Mount Rainier. Whether you’re into hiking, kayaking, brewery-hopping, or live music, you’ll find easy access to it all.

Here in Tumwater, we’re building a future that’s highly livable, connected, and inclusive. With safe neighborhoods, excellent schools, and a deep sense of civic pride, it’s not just a great place to live, it’s a great place to grow your career.

The Opportunity
Provides advanced administrative and office coordination support to a department or division. Performs complex clerical, project, and customer service tasks that require considerable judgment, initiative, and independent action. The position ensures effective internal communication, project tracking, and operational efficiency, contributing directly to department success.

Distinguishing Characteristics

• This is the advanced level in the administrative support classification series. 
• The Administrative Assistant performs paraprofessional duties involving significant responsibility for coordination, records management, and administrative process improvement. 
• The role is distinguished from the Department Assistant II by the expectation of greater autonomy, problem-solving, and technical skills, and from the Executive Assistant by scope and level of executive interaction.

Administrative & Project Coordination

• Coordinate and perform complex administrative tasks such as preparing reports, correspondence, and data analyses.
• Track and support departmental projects, grants, and contracts; monitor deadlines and deliverables.
• Research, compile, and summarize information for use in decision-making and presentations.
• Develop and improve internal administrative procedures and forms.

Customer Service & Communication

• Serve as the primary contact for the department, responding to inquiries and providing detailed information on policies, procedures, and services.
• Represent the department in communications with staff, residents, vendors, and partner agencies.
• Prepare meeting materials, record minutes, and follow up on assigned actions.
• Financial & Recordkeeping Support
• Prepare and process purchase orders, invoices, reimbursements, and credit card transactions.
• Maintain financial records, budget tracking spreadsheets, and other documentation.
• Reconcile accounts and assist with budget preparation and monitoring.

Departmental Support & Coordination

• Manage calendars, meetings, and logistics for department leadership.
• Maintain complex filing systems, databases, and records according to City retention standards.
• Provide training, guidance, or task directions to other clerical staff or temporary employees.
• Support recruitment, onboarding, and employee communication processes as assigned
   

Performs related duties as required.

Knowledge, Skills & Abilities 

• Advanced knowledge of office administration, records management, and communication practices.
• Strong proficiency in Microsoft 365 and document management tools.
• Skill in organizing complex administrative processes and maintaining confidentiality.
• Excellent written and verbal communication skills for internal and public-facing correspondence.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing needs.
• Commitment to teamwork, professionalism, and equitable service delivery.

Minimum Qualifications 

1. High school diploma or GED and at least three (3) years of responsible administrative or clerical experience; or
2. Associate’s degree in business, public administration, or a related field and two (2) years of administrative experience; or
3. An equivalent combination of education and experience that provides the knowledge, skills, and abilities to perform the essential functions.

Special Requirements:

• Valid Washington State Driver License and acceptable driving record.

Preferred Qualifications

• Bachelor’s degree in business, communications, or public administration.
• Experience in a municipal or public-sector environment.
• Proficiency in budget tracking, contract administration, or records management systems.

Decision Rights & Problem Solving

• Exercises significant discretion and independent judgment in organizing work and determining priorities.
• Interprets and applies departmental procedures and City policies to resolve issues.
• Advises management on administrative process improvements.

Supervision Received / Exercised

• Received: General supervision from a department director or manager
• Exercised: May provide functional directions to Department Assistants or temporary staff.

Key Relationships 

• Internal: Department staff, Finance/Payroll, HR, Legal, Executive Office.
• External: Residents/customers, contractors, vendors, and partner agencies.

Tools & Technology

• Computers and standard office software
• Microsoft 365 (Outlook, Word, Excel, Teams)
• Document management and e-signature platforms
• Multi-line phone systems
• Copiers/scanners
• Postage/mailing equipment
• Cashiering/receipting systems
• Permit and/or financial systems as assigned

Working Conditions & Physical Demands

Work is performed primarily in an office or administrative environment. Duties may involve prolonged sitting, standing, walking, and repetitive hand or wrist movements associated with computer use. The position may require occasional bending, reaching, or light to moderate lifting of office materials or equipment.

Work may include attendance at meetings, site visits, or public events, which may require travel to various locations. Some assignments may involve interacting with the public in stressful or contentious situations or working under deadlines and competing priorities.

Reasonable accommodations will be provided for qualified individuals in accordance with applicable laws.

Commitment to Equity, Safety, and Ethics

Employees are expected to perform their duties in a manner that supports equity, safety, integrity, and professionalism. This includes following all safety policies and procedures, treating coworkers and the public with respect, and conducting work ethically and responsibly.

Employees are expected to uphold public trust through fair, transparent, and lawful conduct and to contribute to a safe, inclusive, and respectful work environment.

The City of Tumwater is an Equal Opportunity Employer (EOE) and does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

The City of Tumwater is committed to wellness, safety, the environment and racial equity.