Office Assistant 4

Full Job Description

Requirements

Why it's a great opportunity: In this role you will lead 5 office assistants in the Utilities Customer Support team.

For the team you will determine and balance workloads, providing training, leadership, mentoring, and employee reviews.

For the community, you and your team will handle approximately 2,300 customer calls monthly, 1,200 emails monthly, 1,300 account adjustments per month, delinquency and collections processes, and Sewer Loan Program collections.

You will also establish and create reports, manage escalated correspondence, and follow through on all public records requests. Much of this work will be done using Infor IPS software.

Your efforts will lead the expanding, improving, and monitoring of customer resources for those in Pierce County, as well as internal training procedures for office staff.

Why it's a great department: PPW is a diverse and fast-moving department filled with motivated professionals working to ensure Pierce County is positioned to handle growth while building, operating, and maintaining reliable infrastructure to support livable communities.

PPW is responsible for a broad and complex portfolio of services that provides unique opportunities to collaborate, innovate, and inspire.

We are 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 here.

How to be successful in the role: Your success will come from effectively managing your team in development, standardization, and overall improvement of efforts. Providing and setting expectations for outstanding customer service while doing so will further ensure your success in this role.

Your future in this role: You will have access to professional development through robust online learning and other training opportunities throughout your career to ensure your success.

This position has multiple career growth and promotional opportunities in Pierce County to build on a great career while directly impacting the communities in Pierce County.

Core daily responsibilities:

• Supervise and coordinate activities of assigned subordinate employees. Determine work procedures, prepare work schedules and determine methods for expediting workflow. Issue instructions and oversee work for accuracy, neatness and conformance to procedures and policies.
• Train staff in departmental procedures, processes, and operation and maintenance of office machines and equipment.
• Investigate grievances involving subordinates and recommend resolution; recommend promotional and disciplinary actions; approve leave requests, over time; schedule vacations to assume adequate coverage for assigned work area.
• Conduct performance evaluations and develop performance measures and standards
• Analyze operating procedures to devise most efficient methods of accomplishing work. Analyze data gathered, develop information and consider available solutions. Participate in the analyses, recommendation and implementation of new systems, policies and procedures.
• Consult with management regarding administrative needs; attend management and staff meetings.
• May monitor and control budget; make budget recommendations; authorize departmental purchases.
• Provide information and advice concerning specialized or technical services rendered and related office functions, including response to the most complex and difficult problems and questions raised by the public served or staff.
• Compose correspondence to staff and the public to provide information or in response to questions for routine and non-routine issues; Compose memos informing department staff of policy or procedural changes.
• May prepare training manuals and preside over training classes. May develop and install systems and train personnel in applications.

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

Qualifications

• A resume and cover letter are required for this position.
• Four years of progressively responsible clerical experience, including
• One year of supervisory responsibility.
• Additional education may substitute for the required experience for a maximum of two years.

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 a detailed online Pierce County Employment Application by selecting "APPLY" above or go to: www.piercecountywa.org/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?