Administrative Assistant

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

Are you looking to join a collaborative team that appreciates your reliability, ability to juggle priorities and customer focused mindset? Then we welcome you to join our dynamic Transportation Admin Team where we value your initiative, problem-solving skills and dedication to high level customer service.

Bellevue Transportation is a future-focused, agile, and knowledgeable organization providing valued, sustainable services to the community, for current and future generations. Our vision is keeping Bellevue moving forward. Transportation staff are committed to a culture in which quality communication and high trust are foundational.

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. You'll work in an environment where being innovative, collaborative, and future-focused are the status quo. 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. 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 SharePoint support for the Transportation team.

Essential Duties and Responsibilities

• Deliver exceptional customer service with a strong passion for supporting both internal and external customers.
• Prepare the Transportation Commission packet via Legistar, managing related SharePoint materials and collaborate closely with transportation staff.
• Collaborate with staff to Create SharePoint project pages. Requires a high level of familiarity with SharePoint, both working within it and at the designer level.
• Collaborate with subject matter experts to provide reliable and effective records management.
• Coordinate and perform accurate purchasing and accounts payable functions.
• Post and edit information on the City's website.
• Purchase supplies and reconcile division credit card purchases, ensuring city and department guidelines are followed and appropriate approvals are obtained.
• Register staff for training classes, seminars, and conferences.
• Actively participate in department initiatives and teams.
• Plan, arrange, and coordinate specific meetings, interviews, or other group events.
• Assist with public records requests.
• Collaborate with others inside and outside the organization as necessary to deliver service, recommend process improvements, and create efficiencies.
• Perform general office/administrative tasks such as monitoring supplies; assembling documents; relaying inter-department correspondence, use of office technology; taking/distributing minutes; scheduling appointments and maintaining calendars; screening calls/visitors; making travel arrangements.
• Complete other tasks and responsibilities within the scope of the position description, as assigned.

Qualifications

Education & Experience Requirements

• High school diploma or equivalent, and/or minimum of three years of progressively responsible related work experience.
• Any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities will be considered.
• Demonstrated exceptional customer service to internal and external customers.
• Demonstrated ability to create SharePoint pages.
• Demonstrated ability to build internal web pages or project-specific information hubs for staff.
• Experience in managing data entry tasks efficiently, with careful attention to detail throughout all processes.
• Demonstrated ability to help create and be part of a cohesive, productive team of administrative staff who support a large group of field staff, supervisors, and managers to achieve the Transportation Department mission.

Additional Qualification Criteria

• Ability to provide customer-focused services, handle pressure, meet deadlines, and diffuse situations that may arise with customers from time to time.
• Demonstrate good judgment and initiative.
• Value public service.
• Works independently and takes direction and instruction easily.
• Make informed decisions on processes to improve efficiency.
• Excellent listening, verbal, and interpersonal communication skills.
• Knowledge of business English and grammar sufficient to write and edit business materials and customer communications.
• Ability to work independently as well as collaboratively as part of a team.
• Advanced computer skills required, including but not limited to, proficiency in Windows, MS Office Suite, (Word, Excel, Outlook, Power Point), SharePoint, internet usage, and various databases.
• General knowledge and ability to interpret records, maps, and drawings.
• Organized, accurate and flexible to accommodate changing priorities.
• JD Edwards and Legistar and experience preferred.
• Must pass a criminal background check prior to hire.

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 check prior to start employment
• Some positions may require obtaining a commercial driver's license (CDL), licensures, or additional certifications.

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 View phone number on click.appcast.io or View email address on click.appcast.io . 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.

* Please be sure to check your junk folder for any messages that may be sent to you about this recruitment.

The City of Bellevue offers employees a comprehensive benefits package providing choice, flexibility, and value! Please Note: Seasonal, part-time, and variable employees are not eligible for the below benefits except for mandatory participation in the retirement plan assigned to the position, which will be the Municipal Employees Benefit Trust (MEBT 2) retirement plan or the Washington State Public Employees Retirement System (PERS) retirement plan and any other benefits as required by law. The following summary applies to fully benefited positions:

Medical Employees are offered a choice of medical coverage through the City's self-insured Preferred Provider Organization (PPO) plan or Kaiser Permanente (HMO).

Dental Employees are offered a choice of two dental carriers with plans that offer regular checkups, x-rays, fillings, and crowns. Orthodontia is available through one of the carriers.

Vision Employees are offered a choice of vision coverage through an annual exam-only plan or a buy-up plan which includes an annual eye exam and hardware coverage.

Retirement Plans - Employees are offered three retirement plans:

• Washington State Department of Retirement Systems (DRS): Mandatory participation (PERS, LEOFF or PSERS), depending upon eligibility.
• City of Bellevue Municipal Employee's Benefit Trust (MEBT): Optional participation in this 401(k) retirement savings plan with employer match contributions that vest on a 3-year schedule