Department Assistant II - Water Resources & Sustainability Operations

City-of-Tumwate; Tumwater (WA); On-site; USD 28,000 - 41,000; Part time

Job summary

City of Tumwater seeks a detail-oriented Department Assistant II to support the Water Resources & Sustainability Operations Division. This part-time role bridges office and field staff, handling clerical tasks, scheduling, purchasing, and records management to keep public services running smoothly.

Ideal candidates have strong organizational skills, experience with Microsoft 365, and a customer-service mindset.

Qualifications

• Knowledge of office administration, records management, and customer service practices.
• Ability to apply departmental procedures and City policies accurately.
• Skill in maintaining accurate records and managing confidential information.
• Strong interpersonal and communication skills for internal and external service delivery.
• Ability to organize and prioritize multiple tasks effectively.
• Competence with spreadsheets, word processing, and digital filing systems.

Responsibilities

• Administrative Support: typing, data entry, filing, and document preparation.
• Customer Service & Communication: serve as primary contact, schedule meetings, prepare agendas.
• Document & Financial Processing: process purchase orders, invoices, and credit card transactions; track expenditures; assist in reports.
• Operational Coordination: support projects, training, and events; maintain supplies and inventory; confidentiality.

Skills

Office administration

Records management

Customer service

Interpersonal communication

Task prioritization

Spreadsheet proficiency

Education

High school diploma or GED

Associate’s degree in business, communications, or public administration

Equivalent combination of education and experience

Tools

Microsoft 365

Document management systems

Excel

Multi-line phones

Financial systems

Office equipment

Job description

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

The City of Tumwater is seeking a highly organized and dependable Department Assistant II to support the Water Resources & Sustainability Operations Division. This part-time position plays an important role in supporting the Public Works crews that maintain the City's water distribution, wastewater, stormwater, streets, and other essential infrastructure.

If you enjoy variety, problem-solving, and helping a team succeed, this is an opportunity to make a meaningful impact every day.

Working under the direction of the Administrative Assistant, you'll provide administrative support that helps keep operations running smoothly—from coordinating documents, processing purchasing and financial transactions, and maintaining records to communicating with employees, contractors, and residents. You'll work closely with both office and field staff, serving as a vital connection that helps crews stay focused on delivering reliable public services to the Tumwater community.

Administrative Support

• Perform a variety of administrative and clerical duties such as typing, data entry, filing, and document preparation.
• Compose, proofread, and edit correspondence, forms, and reports.
• Maintain departmental records, databases, and filing systems (electronic and paper).
• Track project timelines and deliverables using spreadsheets or database tools.

Customer Service & Communication

• Serve as a primary contact for internal and external customers; provide detailed information and respond to inquiries.
• Assist in coordinating departmental meetings, scheduling, and agenda preparation.
• Communicate clearly and courteously with coworkers, vendors, and residents.

Document & Financial Processing

• Process purchase orders, invoices, and credit card transactions following City policies.
• Track and reconcile budget expenditures for assigned areas.
• Assist in the preparation of financial and statistical reports.

Operational Coordination

• Provide administrative support for department projects, training sessions, or community events.
• Maintain office supplies, forms, and inventory.
• Support other staff during peak workloads or absences.
• Maintain confidentiality of information and records.

Performs related duties as required.

Knowledge, Skills & Abilities

• Knowledge of office administration, records management, and customer service practices.
• Ability to apply departmental procedures and City policies accurately.
• Skill in maintaining accurate records and managing confidential information.
• Strong interpersonal and communication skills for internal and external service delivery.
• Ability to organize and prioritize multiple tasks effectively.
• Competence with spreadsheets, word processing, and digital filing systems.

Minimum Qualifications

1. High school diploma or GED and at least two (2) years of increasingly responsible clerical or administrative experience; or
2. Associate’s degree in business, communications, or public administration and one (1) year of administrative support 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

• Experience in a municipal or public agency setting.
• Advanced proficiency with Microsoft 365 and document management tools.
• Experience handling financial transactions or assisting with budget tracking.

Decision Rights & Problem Solving

• Exercises independent judgment in organizing daily workload and resolving routine issues.
• Applies established policies and procedures to complete tasks with minimal supervision.
• Unusual or sensitive matters are referred to a supervisor for review.

Supervision Received / Exercised

• Received: General supervision from a department director, manager, or supervisor.
• Exercised: None. May provide training or orientation to new 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.