CARES Administrative Assistant

Come Join the City of Bellevue!

Please fill out your application as fully as possible. The City evaluates candidates based on the information provided in the online application only. Do not submit resumes and cover letters. Read the Hiring Process section below to learn more.

New hires typically receive between minimum and midpoint however we may go slightly higher based on experience internal equity and market.

Job Summary

Bellevue Fire is seeking a highly organized and detail-oriented CARES Administrative Assistant to support the daily operations of the Bellevue Fire CARES (Community Advocates for Resource and Referral Services) Program. This role supports social workers police officers and graduate students responding to community members in crisis. This role is vital to the smooth functioning of staff and student onboarding documentation scheduling timekeeping and overall coordination of student and staff support services.

The ideal candidate will be proactive adaptable and capable of managing multiple administrative tasks in a fast-paced and mission-driven environment. We are looking for a person with administrative experience.

Our ideal candidate will show professional conduct be attentive to detail demonstrate a high degree of accuracy handle workflows consistently and efficiently meet deadlines follow through keep work organized and easily accessible think independently and problem solve work with employees and student interns at all levels of the organization be discrete and confidential in handling job responsibilities.

Essential Duties and Responsibilities

Onboarding & Compliance

• Create and maintain status lists and files for students and staff.
• Manage student onboarding processes: interviews applications references background checks and badging.
• Ensure compliance with required training (e.g. HIPAA confidentiality agreements).
• Orient staff and student interns to city policies and systems.

Procurement Logistics & System Management

• Support staff travel/training registration and reimbursement.
• Manage staff credit accounts and complete monthly reconciliations to ensure accurate and compliant financial records.
• Purchase and manage supplies for students and clients.
• Track and maintain vehicle-related supplies.
• Support and maintain the Bus Ticket Program.
• Manage CARES uniform inventory.
• Oversee timekeeping for admin CARES staff including verifying hours resolving discrepancies and coordinating with payroll as needed.

Communication & Departmental Coordination

• Draft and edit professional correspondence letters memos and reports.
• Coordinate and manage meeting logistics including sending invitations and reserving meeting spaces.
• Educate department members on CARES initiatives.
• Prepare materials for fire events quarterly meetings and leadership or council visits.
• Support logistics for the CARES Division.

The ideal candidate has:

• Exceptional organizational and task-management skills that ensure program records schedules and workflows are well-structured and easy to navigate.
• A strong sense of discretion and professionalism demonstrating sensitivity to confidential information and the needs of colleagues.
• Effective people and process coordination skills with the ability to navigate competing priorities and escalate issues appropriately.
• Consistent dependability demonstrating follow-through and timely completion of assigned tasks to support daily operations.
• The ability to work effectively with people of diverse backgrounds roles and communication styles.

Qualifications

Education and Experience

• High school diploma or equivalent and four (4) years of progressively responsible related work experience (preferred)
• Or any equivalent combination of education experience and training that provides the required knowledge skills and abilities.

Knowledge Skills and Abilities

• Ability to communicate clearly and concisely both verbally and in writing.
• Ability to effectively handle confidential difficult and sensitive issues by using tact and diplomacy.
• Ability to remain effective and focused in a fast-moving sometimes unpredictable work environment.
• Excellent interpersonal skills including the ability to build and maintain effective team relationships with co-workers department management and other city staff.
• Ability to anticipate analyze diagnose and problem solve.
• Effective organizational skills and task management techniques. Ability to manage time multiple projects and priorities with minimal supervision.
• Must be proficient in modern office systems and technology including personal computers and related software (at a minimum MS Word Excel Outlook TEAMS and similar programs) and common office equipment.

Supplemental Information

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.

Hybrid Working:

A hybrid schedule is available for this position after a minimum 6-week orientation period. Remote work is subject to the departments operational needs and employees will be required to work onsite at least three days per week. These details will be reviewed with candidates during the selection process. Full-time remote work is not an option. After hire employees must live in Washington State and within a reasonable commuting distance of Bellevue City Hall.

HIRING PROCESS
The City evaluates candidates based on the information provided in the online application only. Do not submit resumes and cover letters. To evaluate all candidates fairly and equitably the City will make all applicants anonymous when we are screening the applications. We will redact information from our application such as your name address and other demographics. To help us please complete the online application form as fully as possible.

• Answer the Supplemental Questions when requested which can be found on the Questions tab of the Job posting.
• We do not accept resumes and cover letters during the anonymous application screening stage unless otherwise stated in the job description.
• Applicants advancing to the next stage may be required to provide a cover letter resume writing sample and references.

CONDITIONS OF EMPLOYMENT

• All candidates will be required to establish employment authorization and identity at the time of hire. The City is not able to sponsor work visas.
• All positions require the completion of references checks including at least one prior supervisor.
• Some positions may require completion of a criminal background checkprior to start employment
• Some positions may require obtaining a commercial drivers license (CDL) licensures or additional certifications.

At the City of Bellevue youll be part of a team committed to providing exceptional customer service upholding the public interest and advancing the community vision. The six essential and enduring principles that guide our individual actions our interactions and our decision making in the City of Bellevue organization is: Exceptional Public Service Stewardship Commitment to Employees Integrity Innovation and Diversity Equity & Inclusion. Youll work in an environment that is innovative collaborative future focused and committed to excellence. Bellevue welcomes the world. Our diversity is our strength. We embrace the future while respecting our past. Its what makes the City of Bellevue an exciting place to work live and explore.

Have we piqued your interest yet Come join our team! The City of Bellevue supports workplace diversity. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race color religion gender gender identity or expression sexual orientation marital status national origin genetic information disability age veteran status or any other protected status. Persons needing assistance with the application process may call the Human Resources Office at or .If you are invited to participate in the selection process and need ADA accommodations please notify HR before you are scheduled for an interview or testing.

The City of Bellevue participates in the E-Verify program. Learn more about the E-Verify program.

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Required Experience:

Junior IC