Administrative Assistant

Come Join the City of Bellevue!

The City of Bellevue Parks & Community Services (PCS) is looking for an Administrative Assistant to join our team at Highland Community Center-a vibrant, welcoming space that provides adaptive recreation for youth and adults with intellectual, developmental, and physical disabilities. This role is a mix of customer service, administrative expertise, and technical know-how, helping to ensure our programs, facility rentals, and recreation services are accessible, efficient, and running like a well-oiled machine.

What You'll Be Doing (aka Your Superpowers in Action):

• Master of Spreadsheets & Data Tracking: If you love a good spreadsheet, this is your time to shine! You'll maintain and develop multi-layered data tracking systems to ensure everything stays organized and accurate.
• Facility Rental Guru: Be the go-to person for customers looking to rent our space. You'll guide them through the process, handle all reservation details in our system, and make sure everything is set up for a smooth event-including scheduling part-time staff to host rentals.
• Tech-Savvy Problem Solver: Whether you're a pro with recreation registration software or ready to dive in and learn, you'll ensure that program enrollments and facility bookings are handled efficiently.
• Friendly First Point of Contact: When customers walk through the door, you'll be the welcoming face that helps them navigate programs, rentals, and services with ease.
• Accessibility & Compliance Champion: Keep our services open and inclusive by making sure we meet ADA and Title VI requirements for registrations, rentals, and communications.
• Administrative & Project Support: From presentations to reports, you'll flex your technical skills to keep things running smoothly behind the scenes.

Why You'll Love It Here:

• You get to combine organization, tech skills, and customer service in a role that makes a difference.
• No boring office job here-every day is different, blending problem-solving, planning, and people skills.
• You'll be part of a fun, supportive, and inclusive team that values your expertise and enthusiasm.
• The City of Bellevue takes pride in serving a diverse, vibrant community, and you'll play a key role in making sure everyone has access to our programs and spaces.

If you're a spreadsheet-loving, detail-oriented, people-friendly powerhouse who's ready to take on a dynamic role, we want to meet you!

Work Schedule:

• Monday Friday: 8am 5pm.
• One regular evening shift per week: 12 9pm.
• Schedule may change to accommodate staffing coverage needs.

Additional Work Schedule Requirements:

• Work at least one (1) evening per quarter for special events.
• Work on July 4th on a rotating basis.

Essential Duties and Responsibilities

As an Administrative Assistant at Highland Community Center, you'll take on a dynamic and varied role that blends technical expertise, customer service, and organizational skills.

• Data Management & Tracking - Develop, maintain, and manage complex spreadsheets with multiple layers of information, ensuring accurate tracking and reporting of program and facility data. Analyze information to identify trends and ensure compliance with reporting requirements.
• Facility Rentals & Scheduling- Serve as the primary contact for rental inquiries, guiding customers through the reservation process, entering all details into the system, and coordinating part-time staff coverage for scheduled rentals. Maintain clear communication to ensure smooth event execution.
• Customer Service & Problem-Solving-Be the first point of contact for visitors, responding to inquiries via phone, email, and in-person interactions. Assist customers with program registrations, facility rentals, and general information while troubleshooting issues and ensuring excellent service.
• Recreation Program & Software Support- Utilize (or be willing to learn) CivicRec recreation program registration software to manage participant enrollments and facility reservations. Ensure that all program and rental processes comply with city policies, including ADA and Title VII regulations.
• Administrative & Technical Support-Prepare reports, documents, and other written materials, ensuring accuracy and compliance with established policies. Track and log key information, monitor project progress, and maintain organized records to support department operations.
• Event & Meeting Coordination - Plan and arrange logistics for meetings, presentations, and events by scheduling rooms, organizing materials, and ensuring all details are in place.
• Process Management & Compliance -Review incoming requests, determine necessary actions, and ensure proper documentation. Process transactions, verify eligibility and compliance, and approve exceptions within the assigned scope of authority.
• General Office Responsibilities-Manage inventory of office supplies, process paperwork, schedule appointments, take meeting minutes, and assist with routine administrative tasks to support smooth day-to-day operations.

This position requires a balance of technical proficiency, strong attention to detail, and excellent customer service skills. The role includes one evening shift per week, working on the 4th of July on a rotating basis, and involves frequent communication with customers, colleagues, and external stakeholders.

Supervision Received and Exercised:

• This position is supervised by the Community Services Supervisor at Highland Community Center.
• 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 research 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.

Qualifications

Knowledge, Skills, Abilities and Competencies

• An ability to operate a PC and printer; application software:
• Windows, Microsoft Office, Excel, Word, PowerPoint, CivicRec registration software, other software solutions; and a multifunction copy/scan/print/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.
• Ability to manage large volumes of work with shifting priorities

Education, Experience, and Other Requirements

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

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 40 pounds.
• The noise level in the work environment is usually moderate to moderately noisy