Administrative Assistant

Salary: $5,960.00 - $7,988.00 Monthly
Location : City Hall Campus, Tumwater, WA
Job Type: Full-time
Job Number: 2026-51
Department: Community Development
Opening Date: 10/27/2026
Closing Date: 11/3/2026 5:00 PM Pacific
Max Number of Applicants: 60

General Statement of Duties/Supervision
***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.***

The OpportunityProvides 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.

Essential Job Duties

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.

Selection Criteria

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.

Other information (if any) specific to this position

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.

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 offers a competitive and comprehensive benefits package designed to support yourhealth, financial security, and work-life balance. (Benefits for part-time employees are pro-rated.)

Paid Time Off

• Vacation: Start with 144 hours of paid annual leave your first year - increasing with service up to 288 hours per year.
• Sick Leave: Earn 8 hours per month to care for your health or for immediate family illness or loss.
• Holidays: Enjoy 13 paid holidays per year, including two floating holiday for flexibility and a community service day.

Retirement & Savings

• State Retirement Plans: Membership in Washington State's Public Employees Retirement System (PERS/LEOFF) with contributions from both you and the City.
• Deferred Compensation (457b) & Roth IRA: Save for the future and reduce taxable income; contribute up to IRS limits with catch-up options if over 50.
• 401(a) Match: The City will match up to 5% of employee contributions.
• Health Reimbursement Arrangement (HRA): City contributes $225/month for current and future healthcare expenses.

Insurance & Wellness

• Medical, Dental, Vision: The City contributes $2,420/month toward coverage (pro-rated for part-time). That's about 85% of family coverage!
  • If your premiums cost less, you can take 60% of the unused contribution as cash in your paycheck.
  • Flexible Spending Accounts (medical and dependent care) available.
• Life Insurance: $50,000 group term policy fully paid by the City.
• Wellness Commitment: Programs and resources to support your physical and mental health.
• Discounts: City employees qualify for Liberty Mutual auto and home insurance discounts.

Work-Life & Career

• Hours of Work: Standard schedule is 40 hours/week, Monday-Friday. Alternative schedules may be available depending on the position. Some roles may require occasional evenings, weekends, or overtime.
• Career Opportunities: We believe in growing our talent - the City actively promotes from within and supports career development.

01

What interests you about working for the City of Tumwater, and what knowledge or connection do you have with the Tumwater community?
02

This position requires managing multiple administrative responsibilities, tracking project deadlines, and responding to requests from staff and the public. Describe a specific example of how you managed competing priorities and deadlines. How did you organize your work, determine priorities, and ensure tasks were completed accurately and on time?
03

This position requires judgment, problem-solving, and the ability to improve administrative processes. Describe a time when you identified an administrative process or procedure that could be improved. What steps did you take, what was your role in implementing the change, and what was the outcome?
Required Question