Office Manager - Rail

Tacoma Rail recruiting for an Office Manager to support the Rail Superintendent and Rail Senior Leadership Team, providing executive-level support in a dynamic and highly confidential environment. This position manages the day-to-day administrative operations and workflow of the Rail office while ensuring efficient coordination of executive priorities, communications, and organizational activities.

The Office Manager exercises a high degree of independent judgment and discretion in relieving the Rail Superintendent of administrative details and managing sensitive and confidential matters. The role requires comprehensive knowledge of City policies, procedures, Tacoma Municipal Code (TMC), Charter requirements, and Rail-specific policies and practices.

This position operates with significant autonomy and is expected to proactively anticipate executive and organizational needs, prioritize competing demands, and maintain effective office operations in support of Tacoma Rail’s strategic and operational objectives. The Office Manager serves as a key point of coordination and communication for leadership, staff, and external stakeholders, demonstrating professionalism, sound judgment, adaptability, and integrity at all times.

Successful performance in this role requires exceptional organizational and time management skills, strong written and verbal communication abilities, attention to detail, confidentiality, and the ability to manage complex administrative functions in a fast-paced environment.

Responsibilities include:

• Provide executive-level administrative support to the Rail Superintendent and Rail Senior Leadership Team, including management of complex calendars, scheduling, priorities, and confidential matters.
• Serve as the primary point of contact for the Rail Superintendent by screening and prioritizing communications, responding to inquiries, and coordinating with internal and external stakeholders.
• Prepare, edit, proofread, and manage confidential correspondence, reports, presentations, contracts, personnel documents, Board materials, and other executive-level documents.
• Coordinate and support Public Utility Board processes, including preparation and submission of Board materials, tracking follow-up actions, and maintaining official records and documentation.
• Organize and facilitate meetings, leadership sessions, and special events by scheduling participants, preparing agendas and materials, recording meeting minutes, and tracking action items.
• Support Rail Senior Leadership Team operations through meeting coordination, document management, Teams and Smartsheet administration, and cross-functional communication.
• Perform financial and budget-related administrative functions including procurement card reconciliation, expenditure tracking, budget monitoring, and assisting with budget recommendations.
• Serve as a liaison with City departments, regulatory agencies, partner organizations, employees, and the public while exercising professionalism, discretion, sound judgment, and confidentiality.

Please note: Rail employees do NOT participate in TERS, the city’s standard retirement plan. Please see Rail specific benefits in the Compensation & Benefits section below.Minimum Education*

High School Diploma or GED

Minimum Experience*

6 years including 2 years of prior advanced senior-level or lead experience

Licensing, Certifications and Other Requirements

Some positions may require a Washington State Driver's License

• Equivalency: 1 year of experience = 1 year of education

Desired Qualifications

• Experience in office administration, public administration, or municipal operations
• Background coordinating schedules, meetings, and departmental communications
• Familiarity with government processes, policies, or public-sector reporting
• Experience handling confidential and sensitive information with discretion
• Ability to support operational teams, supervisors, and department leadership
• Demonstrated ability to manage records, including proper record retention and compliance with city and state requirements
• Proficiency with office software, scheduling systems, and document management tools
• Strong organizational and multitasking abilities in a fast-paced environment
• Strong knowledge of record retention practices, file management, archiving, and retrieval
• Understanding of municipal processes, policies, reporting requirements, and workflow
• Clear and professional verbal and written communication
• Strong organizational, multitasking, and time-management abilities
• Customer service and interpersonal skills for working with staff, contractors, and the public
• Ability to prepare reports, presentations, and operational documents
• Skills in prioritizing issues for leadership and supporting project coordination
• Ability to work effectively in fast-paced or emergency-driven environments

This recruitment is being managed by Kye Merritt, if you would like to be notified of similar op…