Office Assistant 3 - Maintenance; Limited Duration

Pierce-County-Washington; Tacoma (WA); On-site; USD 28,000 - 41,000; Full time

Job summary

Pierce County's Planning and Public Works department seeks a temporary Administrative/Clerical Specialist to support the Maintenance & Operations Administrative/Fiscal team. You will provide front-line customer service and support a wide range of administrative and accounting tasks across multiple programs.

Responsibilities include data entry, calendar coordination, records requests, and cross-training across teams to ensure coverage. A focus on accuracy and communication is essential.

Qualifications

• Strong organizational skills, attention to detail, and commitment to delivering excellent customer service.
• Proficiency in Microsoft Office, especially Excel and Word, to support the division.
• Ability to quickly learn new systems, collaborate across teams, and manage multiple priorities.

Responsibilities

• Coordinate related office functions; assist in procedure development; perform duties of a highly confidential nature; may conduct research activities.
• Manage and maintain logs, charts, spreadsheets, related data and files related to the division.
• Receive and process forms and applications.
• Examine and evaluate data to determine department's eligibility for, or conformity with, contract agreements or government regulated activities. Monitor program compliance. Explain and apply complex rules and procedures.
• Coordinate purchasing functions, such as preparing purchase orders and managing inventory.
• Coordinate personnel functions, such as processing terminations, new hires, transfers, and payroll/timekeeping.
• Monitor budget expenditures and records. Audit for compliance. Process registrations and provide payment methods for employee training, travel, and lodging arrangements. Prepare employee expense claims and resolve issues.
• Prepare and review complex reports and records for clarity and accuracy.
• Lead functions: set priorities; distribute work; improve procedures; provide technical assistance; support performance evaluations.

Skills

Customer service

Organizational skills

Attention to detail

Communication skills

Education

Two or more years clerical experience

Tools

Microsoft Excel

Microsoft Word

Microsoft Office

Job description

Why It's a Great Opportunity:

In this limited duration position with the Planning and Public Works Maintenance & Operations Administrative/Fiscal team, your contributions will make a meaningful impact every day. In this role you’ll serve as a key member of our customer service team delivering front-line customer service while supporting a wide range of administrative and accounting functions across multiple programs. This position plays a critical role in supporting a large, fast-paced division with high-volume transactions. Responsibilities include warehouse and inventory counts and tracking, pick order coordination and processing, internal training coordination. You’ll also assist with general administrative support, including the Adopt-A-Road program, public records requests, and correspondence.

Why It's a Great Department:

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 here.

How to be Successful in the Role:

Your success will come from your strong organizational skills, attention to detail, and commitment to delivering excellent customer service. You’ll leverage your proficiency in Microsoft Office, especially Excel and Word, to support the division. Your ability to quickly learn new systems and processes, collaborate across teams to ensure coverage and cross training, and manage multiple priorities spanning a wide variety of subject matter will set you apart. A positive approach to cross-training, supportive attitude, and strong communication skills will help you thrive and contribute to the team’s success.

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:

• Coordinate related office functions; assist in procedure development; perform duties of a highly confidential nature; may conduct research activities.
• Manage and maintain logs, charts, spreadsheets, related data and files related to the division.
• Receive and process forms and applications.
• Examine and evaluate data to determine department's eligibility for, or conformity with, contract agreements or government regulated activities. Perform ongoing monitoring of program compliance. Explain, interpret and apply complex rules and procedures having division impact.
• Coordinate purchasing functions, such as preparing purchase orders and managing inventory.
• Coordinate personnel functions, such as processing terminations, new hires, transfers, and payroll/timekeeping.
• Monitor budget expenditures and statistical records. Audit for compliance. Process registrations and provide payment methods for employee training, travel, and lodging arrangements. Prepare employee expense claims and resolve any issues resulting from claims.
• Prepare and review complex reports, forms, and other records prepared by others for clarity, completeness, accuracy and conformance with standard policies and procedures.
• Perform lead functions such as setting priorities; distributing and checking work; devising and evaluating office procedures and implementing changes subject to approval of supervisor; providing technical assistance as needed; resolving minor work and personnel problems; and providing input on performance evaluations.

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

• Additional education and experience may substitute for the required experience to a maximum of one year.
• Two or more years of progressively responsible clerical experience or administrative program support work.
• A resume and cover letter are required for this position.
• A driver’s license is required for this position.

Preferred Qualifications:

• Intermediate to advanced Excel skills, including working with moderately complex data.
• Previous lead experience is a plus.
• Willingness to cross train across multiple disciplines within the team.
• A passion for delivering outstanding customer service, both in person and over the phone.

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.

Our Recruitment Practices:

This is a competitive and meritorious selection process. Pierce County applications are reviewed by human hiring staff in accordance with the qualifications listed for the position.

Pierce County understands applicants may use AI tools when preparing application materials. We recognize these tools can make the process easier; however, we ask that everything you submit genuinely reflects your own experience, skills, knowledge, and writing style.

During the interview process, you may be asked to demonstrate your skills, including writing and subject knowledge, and to speak to your experience in your own voice. Applicants should be prepared to respond to interview questions without relying on AI-generated responses or reading prepared answers from a screen. Any misrepresentation may result in disqualification or separation.

Applicants whose qualifications most closely align with the County’s needs will be eligible for further consideration. Notification of application status typically occurs within two to three weeks after the closing date. Some applicants may receive short notice to participate in additional selection steps, which may include assessments, phone screens, or interviews.

Upon offer, compensation is based on a range of job-related factors, including the requirements of the role, your skills and experience, and internal pay equity.

Our Welcoming Workplace Commitment:

Pierce County is committed to fostering a Welcoming Workplace where employees are supported, respected, and able to thrive. We believe a strong public workforce is representative of the community it serves and that fair and just access to opportunity strengthens public service.

Guided by the County Executive’s Forward Together mission, Pierce County works to build communities that are safe, welcoming, and connected. This same commitment shapes how we recruit, develop, and retain our employees. County employees make a direct and visible impact in the lives of residents every day, and we invite you to join us in helping keep Pierce County a place people are proud to call home.