At the City of Bellevue, you'll be part of a team committed to providing exceptional customer service, upholding the public interest and being a part of the community vision. Our people bring unique skills and qualities to the table, embrace the values of honesty, accountability, and commitment to service, and take pride in the work they do. Bellevue welcomes the world. Our diversity is our strength. It's what makes The City of Bellevue an exciting place to work, live, and explore. We have an exciting opportunity for you as an Administrative Assistant within Parks & Community Services Department.
The Administrative Assistant is responsible for providing intermediate to advanced administrative support to our stakeholders and will provide a high level of customer service, administrative and accounting support for Parks Business Operations. You will be a part of a dynamic team bridging the gap between field operations and office systems, acting as the central hub for data integrity, HR-Related administrative tasks, and financial processes, while providing administrative support to Structural, Grounds and Natural Resource. The ideal candidate will be proactive, adaptable, and capable of managing multiple administrative priorities in a dynamic and service-oriented environment. We are seeking someone with strong administrative experience, exceptional attention to detail, and the ability to support both internal staff and external customers. In addition to general administrative responsibilities, you will play a key role in front line customer service, data entry, and maintaining accurate records in multiple systems. You will serve as a resource for staff and the public—answering questions, providing guidance, resolving issues, and ensuring information is complete, accurate, and timely.
Performs duties and responsibilities commensurate with assigned functional area within a city department which may include, but are not limited to, any combination of the following tasks:
- Operating a PC to view, enter, edit, format, revise, print, process, and distribute information; planning, creating, and producing a variety of written materials such as forms, correspondence, manuals, contracts, agreements, articles, lists, invoices, charts, matrices, reports, records, schedules, templates, models, and other documents of similar complexity.
- Coordinating, documenting, and tracking pertinent data to meet the information and reporting needs of the work unit; evaluating reporting/recordkeeping requirements and recommends best means of tracking data; gathering data and calculates information for the department; reviewing variety of statistical information to identify trends, and quantifying results; reviewing for compliance with applicable regulatory requirements.
- Gathering and compiling data from a wide variety of sources; determining most appropriate information source and researching records to locate specific information; filling out forms according to established instructions.
- Acting as a problem identification and resolution resource, answering questions, providing guidance, troubleshooting and following up with customers in resolving problems; may coordinate (or act as liaison) between functions/departments as required to facilitate problem resolution.
- Coordinating with others inside and outside the organization; combining (by balancing activities, timing events and integrating functions) the efforts of separate groups to accomplish a specific objective; determining need and requests forms and other materials from public and/or private entities for documentation or processing purposes.
- May assume administrative responsibility for a specific project, either conducted independently or with the assistance of lower-level employees; identifying resource needs and developing action plan; may set up plans and procedures for achieving objectives and providing leadership to work teams as assigned.
- Authoring, customizing, and revising communication materials to fit a particular individual, situation, or activity; researching, assembling, and disseminating function-related materials and documentation as required; searching records to locate specific information; checking materials for accuracy, completeness, and/or procedural compliance.
- Developing, updating, and retrieving data from new/existing spreadsheet models, database programs/files, and/or other automated/manual sources; establishing, maintaining, and updating files, records, accounts, and other information as needed to support and document functional operations and activities.
- Reviewing documents to determine how they will affect internal processing and determining appropriate course of action/response within assigned scope of authority.
- Planning, arranging, and coordinating specific meetings, occasions, operations, meetings, presentations, conferences or other group events; anticipates needs, puts together the necessary components, combines various elements and ensures readiness in advance of the activity.
- Logging information into manual or automated systems; tracking and monitoring progress and/or disposition of requests, actions, files, documents, programs, etc.; setting up and maintaining follow-up files and suspense systems as necessary.
- Processing transactions involving multiple steps and the application of varied, complex, and/or ambiguous guidelines; may determine eligibility and/or compliance; approving exceptions within assigned scope of authority.
- Preparing, maintaining, and updating system data and producing reports; reviewing data for accuracy and completeness of data input/output; recognizing and defining problems in the report data; maintaining and reconciling varied account data; researching questionable entries and initiating corrective measures; resolving out-of-balance conditions.
- May perform incidental general office/secretarial tasks such as monitoring/ordering standard office supplies; collating and assembling documents; accepting and delivering inter-department correspondence, photocopying/faxing correspondence and reports; attend meetings and take/distribute minutes; scheduling appointments and maintaining supervisor's calendar; screening calls/visitors; making travel arrangements.
Supervision Received and Exercised:
- Uses judgment and initiative in selecting the most effective work methods/tools and determining a proper course of action or how best to produce a desired outcome/result.
- Answers to problems may not always be readily available or apparent, requiring searching out precedent or historical practice.
- Where work is accomplished through PC operation, projects involve the application of advanced program functionality requiring in-depth understanding of technical capabilities and practical methodologies.
- Opportunity to exercise independent judgment in decision-making within the context of existing policies, procedures, and precedents. Decisions are made between a range of choices, but situations are typically recurring or similar. Decisions involving the interpretation of unclear guidelines or major departure from existing standards or procedures are discussed with the supervisor before action is taken.
Knowledge, Skills, Abilities and Competencies
- An ability to operate some or all of the following office machines/equipment: PC/printer; application software: Windows, Microsoft Office, Excel, Word, PowerPoint, database, etc.; and multifunction copy/scan/fax machine.
- Knowledge of general office practices, operation of standard office equipment including PC/printer and software applications as required by specific job duties, business English and grammar sufficient to write and edit business materials, and sources and availability of information relevant to department.
- Understands and applies oral and written instructions to produce a desired result.
- Identifies and articulates non-compliance with standards and procedures.
- Communicates effectively (both orally and in writing).
- Delivers on-the-job training to lower-level employees as needed.
- Demonstrates keyboarding proficiency as required by specific job duties.
- Demonstrates acceptable proficiency in the use of specific software applications as required by specific job duties.
- Keeps abreast of changes in policies, programs, procedures, standards and regulations applicable to the work unit.
- Establishes and maintains effective working relationships as required by specific job duties.
Education, Experience, and Other Requirements
- High school diploma or equivalent and four (4) years of progressively responsible related work experience.
Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities. - Current valid state driver’s license and ability to operate a city vehicle as required.
Physical Demands
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms.
- Vision abilities required by this job include close vision and the ability to adjust focus.
- The employee may be required to push, pull, lift, and/or carry up to 20 pounds.
- The noise level in the work environment is usually moderately quiet.
- Position is onsite and will be primarily at the Parks Resource Management Office and may be required at other Parks and City facilities as needed.
This is a variable, non-exempt, and non-union position. Definition of a Variable Employee:
- Average weekly hours cannot be determined at date of hire.
- Hours may vary from week to week and are anticipated to be 28 hours per week or less.
- Note: Employee will be considered full-time and eligible for medical coverage if hours average 30 hours per week or more over a 12-month measurement period (or for 130 hours per month).
