Administrative Assistant - Northwest Art Center

Administrative Assistant

Come join the City of Bellevue!

The City of Bellevue is currently seeking an Administrative Assistant for the Northwest Arts Center (NWAC), a 2 1/2-acre park site nestled between the quiet Northtown and Clyde Hill residential neighborhoods. The 3,880 square-foot community center features multi-purpose rooms and art studios for classes, rentals, community events, meetings, and celebrations. We specialize in art-focused programming, introducing students of all ages to a large variety of traditional fine arts, innovative multimedia art studies, fitness, dance, and movement. The City is seeking a mature, trustworthy, and detail-oriented individual that enjoys working independently and as a team in a multifunctional environment to provide exceptional customer service to all internal and external clients and staff.

The ideal candidate is friendly, adaptable, and detail-oriented, able to manage interruptions in a public-facing environment while maintaining accuracy and professionalism. This position requires a mix of customer service, administrative expertise, and technical know-how, and helps to ensure our programs, facility rentals, and recreation services are accessible, efficient, and running like a well-oiled machine.

This position reports directly to the NWAC Manager. Work hours will primarily be 8:30 am 5 pm Monday Friday with one evening shift per week, occasional weekend support, one evening per quarter for special events, and working on the 4th of July annually. Work schedule may change with changing business needs.

City Council Vision Statement: Bellevue welcomes the world. Our diversity is our strength. We embrace the future while respecting our past.

Bellevue Parks & Community Services Vision: In Bellevue everyone can connect to each other and to nature through experiences that help them to live, grow, and thrive.

Bellevue Parks & Community Services Mission: We build a healthy community through an integrated system of exceptional parks, natural areas, recreation, arts and culture, and a broad base of community services.

Essential Duties and Responsibilities

Customer Service & Front Office Support

• Represent the City in a positive manner and provide exceptional customer service to internal and external customers.
• Serve as a primary point of contact for visitors, renters, contractors, and program participants, representing the City of Bellevue in a positive, professional, and welcoming manner.
• Answer and route incoming calls, respond to inquiries, register participants, collect fees, and provide information and communicate policies regarding park programs, rentals, policies, and procedures.
• Establish and maintain effective working relationships with internal and external staff.
• Confidence and communication skills necessary to navigate challenging customer interactions and uphold organizational policies in a respectful and solution-oriented manner.

Facility Rentals, Programs, & Event Support

• Coordinate facility rentals and bookings including responding to inquiries, scheduling, conducting site visits, permits, payments, and policy communication.
• Maintain facility activity calendars and support accurate scheduling across programs, rentals, and operations.
• Assist with planning, coordination, and on-site support for event rentals, programs, meetings, summer camps, and large gatherings around Bellevue.
• Assist in producing a variety of community events including Monster Mash Halloween Bash, Argosy Holiday Ships, Spring into Art, and Chalk Art Fest.
• Assist in planning and leading the City of Bellevue 4th of July celebration annually. Coordinate and support the administrative preparation logistics and day of execution.

Administrative, Financial, & Records Support

• Provide intermediate to advanced administrative support to the team, relieving professional staff of technical and operational detail.
• Must be organized with the ability to multi-task, prioritize workload, and meet deadlines.
• Manage records retention, document inventories, and SharePoint files, remain current on applicable policies and procedures, and implement change.
• Process daily cash handling, track revenues and expenditures, submit payments, assist with contract creation and management, and maintain accountability of funds.
• Prepare, review, reconcile, and maintain system data, financial records, spreadsheets, and reports, identify discrepancies, and initiate corrective actions.

Communication, Marketing, & Technology

• Assist with managing and updating the website, including content updates and routine link checks.
• Author, edit, and format marketing materials, seasonal brochures, flyers, and internal communications. Research, collect, interpret, and calculate data from multiple sources to support planning, reporting, and compliance requirements.
• Serve as the on-site subject matter expert for registration and payment systems. Identify problems in registration and payment processing system, provide resolutions, answer questions, provide guidance, troubleshoot, and follow up with customers in resolving problems. May coordinate or act as liaison between functions/departments as required to facilitate problem resolution.

Operational Support

• Plan and coordinate meetings, tours, and presentations, prepare agendas and materials, and attend meetings to take and distribute minutes.
• Perform general office and secretarial tasks including ordering supplies, filing, scanning, copying, distributing correspondence, screening calls/visitors, maintaining calendars, assembling documents, and accepting/delivering inter-department correspondence.
• Assist with cleaning office and facility spaces as assigned, track and order equipment and supplies.
• Adhere to safety protocols and standards at all times.
• Other duties as assigned.

Supervision Received and Exercised

• Exercises independent judgement in routine decision-making.
• Ability to work independently as part of a team to complete a specific objective.
• Works under general supervision of the Program Manager.
• Exercises leadership over partially benefitted employees, volunteers, and program participants, as assigned.
• Responsible for scheduling, training, and supporting the facility monitors.

Qualifications

Knowledge, Skills, Abilities and Competencies

• Friendly, patient, supportive, and respectful to all.
• Possess strong work ethic and demonstrate attention to detail.
• Professional event planning experience.
• Knowledge of the arts is beneficial.
• Willingness to work with and lead children.
• Experience utilizing all Windows software including Microsoft Outlook, Excel, Word, PowerPoint, Publisher, Teams, Forms, and SharePoint.
• Experience with CivicRec or other registration database software.
• Ability to communicate clearly and effectively, both verbally and in writing.
• Frequent communication with customers and public-facing environment.
• A demonstrated commitment to ongoing learning of diversity, equity & inclusion and a commitment to implement these principles in your work.
• Ability to operate a city vehicle to support multiple facilities, transport supplies, and events.

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.
• Administrative and customer service experience working for a parks and community services department of a government agency or closely related field is preferred.
• Must possess or be able to obtain a valid Washington State driver's license by date of hire.

Supplemental Information

Physical Demands and Work Environment

• May be required to push, pull, lift, and/or carry up to 40 pounds.
• Vision abilities required include near and distance vision and the ability to adjust focus.
• Work involves talking, hearing, using hands to handle, feel, or operate office equipment, reaching above head with hands and arms, fine motor skills, climbing stairs, lifting, bending, stooping, crouching, walking on uneven surfaces, sitting for extended periods of time, and standing.
• The noise level in the work environment varies depending on programming. It's usually a moderate noise level.
• Work involves being amongst large crowds in an open, public environment.
• Remote work is not available. Position requires the employee to be physically on-site during scheduled hours.