Administrative Assistant - Administrative Services Management

Full Job Description

Requirements

Why It's a Great Opportunity:

We are looking for someone who thrives in a dynamic environment and enjoys making a meaningful impact.

As the Administrative Assistant, you will play a key part in enhancing manager productivity and ensuring organizational efficiency.

You will anticipate the needs of our director team, manage calendars and meetings, handle communications with professionalism, and maintain confidentiality when needed.

From coordinating travel and expense reports to supporting projects, organizing meetings, and managing inboxes, your contributions will help keep everything running smoothly.

You will also assist with constituent services, maintain records, draft reports, and support board activities, all while upholding trust and clear boundaries.

Why It's a Great Department:

Planning and Public Works (PPW) stewards a healthy and vibrant community by collaboratively planning and investing in our people, infrastructure, systems, and policies.

PPW’s team has more than 800 members that collaborate, innovate and inspire in performing essential services to the community.

The department is responsible for the County road and levee systems, sewer systems, airports, ferries, building permits, environmental review, sustainability, community planning, and code enforcement - just to name a few!

Learn more about Planning and Public Works atwww.piercecountywa.gov/ppw.

How to be Successful in the Role:

In this role, you will bring a unique blend of organizational expertise, adaptability, and tech-savviness to the team.

We value your ability to manage time effectively, prioritize tasks, and communicate with professionalism and respect.

You will excel in customer service and public service, while demonstrating a solid understanding of government operations.

Technical proficiency is key, especially in Microsoft 365, DocuSign, Adobe Acrobat, Workday, or similar HR/financial systems, and collaboration tools.

Familiarity with project management platforms like Planner, Asana, or Smartsheet is a plus.

You should be effective working remotely, confident in navigating uncertainty, and skilled at maintaining attention to detail.

Adaptability is essential; you will pivot quickly as priorities shift and anticipate needs before they arise.

If you are passionate about supporting strategic priorities and fostering a culture of trust, you will thrive in this role.

Your Future in this Role:

Throughout the onboarding process, you will meet with the Director team and the PPW senior leadership.

You will meet with your supervisor regularly to discuss expectations, set goals, identify priorities, and gain familiarity with current policies, procedures, and strategic goals.

Pierce County offers professional development through robust online learning and other training opportunities throughout your career to ensure your success.

Core Daily Responsibilities:

• Provide administrative services to the head of a department or upper management; make arrangements for meetings and notifies conferees, maintain calendar, arrange for travel, transportation and accommodation, answer questions on status of current projects exercising discretion in the type of information given, make appointment, relay messages of confidential nature.
• Maintain and update appointments to appropriate Boards and Commissions. Handle related correspondence; compose letters and responses to correspondence and memoranda.
• Assist in the management of the office. Develop and recommend office policies and procedures. Implement changes subject to approval of supervisor.
• Participate in the collection of data and preparation of complex reports requiring thorough knowledge of departmental operations, procedures and regulations. Conduct research and special studies in needed areas and prepare reports with recommendation for corrective actions.

A classification description with a more detailed list of essential functions can be found here.

Qualifications

• Additional education or experience which clearly indicates the ability to perform the essential functions of the position may substitute equally for the recruiting requirements
• Three years of progressively responsible clerical/administrative experience, including experience directly related to the position

Preferred Qualifications:

• Advanced-level experience with Microsoft 365 software suite, especially Outlook, Teams, and office automation tools, including Copilot
• Knowledge of local government
• Experience with direct administrative support to a director/executive manager

As a condition of employment, the applicant will need to authorize and complete a background check. Information received from the background check is reviewed case-by-case and will not necessarily remove an applicant from consideration.

Additional Information

To be considered for this opportunity please:

• Complete and submit an online Pierce County Employment Application by selecting "APPLY" above or go to: www.piercecountywa.gov/jobs.
• If you have a question about this opportunity, please email the Recruitment Team at PCHRRecruit@piercecountywa.gov and specify the Job Number and Title.
• If you do not have internet access, you may visit your local public library or any WorkSource location and use their computers.
• Individuals needing accommodation in the application, testing process, or need this job announcement in an alternative format may call Human Resources at (253) 798-7480, at least two days prior to the need.

This is a competitive selection process. Your application will be reviewed and evaluated for the quality and quantity of education/experience in the areas listed.

Applicants whose qualifications most closely correspond to the County's needs will be eligible for further consideration.

Notification of application status normally occurs 2 to 3 weeks after the closing date.

Short notice may be given to applicants to participate in further selection processes which may include assessments, phone screen, and interviews.

At Pierce County, diversity, equity, and inclusion means commitment, not a single step.

We strive to foster an inclusive environment that supports equitable access to opportunities throughout your career.

We want to recruit, develop, and maintain a talented workforce from various backgrounds, cultures, lifestyles, and perspectives, committed to our vision.

Employees of the County have local, direct, and visible impact in our diverse community. Will you join us in keeping Pierce County a place people are proud to call home?