Administrative Assistant

City of Bellevue, Washington; Bellevue (WA); On-site; USD 40,000 - 55,000; Full time

Job summary

The City of Bellevue is seeking an Administrative Assistant to join the Client Services team at Bellevue City Hall. You will work at a public service desk, assisting residents and staff in person, by phone, and online, using JDE, Maximo, Power Apps, and Power BI.

Ideal candidates have strong customer service skills, data handling proficiency, and the ability to navigate multiple software systems in a fast-paced environment. Two years of admin experience is preferred.

Qualifications

• High school diploma or GED required.
• Minimum two years of administrative or frontline customer service experience.
• Strong written and verbal communication skills.
• Proficient with Microsoft Office and data entry.
• Ability to navigate multiple software systems.

Responsibilities

• Provides frontline services at the city hall service desk; responds to inquiries in person, by phone, and online.
• Maintains logs and databases; audits records for accuracy and completeness.
• Processes invoices and assists with purchasing documentation and approvals.
• Coordinates meetings, events, and mailings; supports division procedures.
• Assists with public records requests and data requests as needed.
• Performs general admin tasks and supports other staff as required.

Skills

Customer service

Microsoft Office

Data entry

Communication

Frontline support

Education

High school diploma or GED

Two+ years administrative experience

Tools

JDE

Maximo

Power Apps

Power BI

Job description

Job Summary

The Client Services Division in the Finance & Asset Management Department is looking for a highly motivated, detailed oriented, customer-focused Administrative Assistant to join our team. This position works as part of a team providing frontline services to the public and city employees at Bellevue City Hall from a public service desk. Interactions are in person, over the phone, through e-mail, and online. Technical proficiency and strong customer services skills are required given the extensive use of multiple software applications to carry out duties to a diverse customer base. Ideal candidate will be proficent in JDE, Maximo, Power Apps, and Power BI.

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

Bellevue is a dynamic, international, and multicultural, future-focused, diversity driven, high performing City. Our Council vision is: "Bellevue welcomes the world, our diversity is our strength." With over 100 languages spoken in Bellevue, coordinators provide exceptional service to all residents and customers with the use of language interpretation services. We value all employees and their contributions. The City invests in its employees and encourages and rewards employee growth and development by building on our commonalities and our differences. Bellevue is noted for its diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. We work collectively to make it a place where you want to work, live and play.

Essential Duties And Responsibilities

• Provides a variety of frontline services to the general public and city employees; responds to service requests and inquiries on a wide range of topics in-person, by phone, and online.
• Maintains the integrity of logs, databases, and systems that capture relevant data; audits databases and systems to ensure records are current, accurate and complete.
• Acts as a problem identification and resolution resource, answering questions, providing guidance, troubleshooting and following up with customers in resolving issues; may coordinate (or act as liaison) between functions/departments as required to facilitate service delivery.
• Screens customers and advises them on who can provide relevant development, code, or other information; registers walk-in customers to meet with on-duty staff and manages electronic customer queues.
• Receives, logs, secures, and routes documents, records, and other materials that flow between customers, legal entities, and city employees.
• Provides administrative support services to divisions in the Finance & Asset Management Department including, but not limited to, document processing, mailings, filing, special event planning & coordination, etc.
• Assists with documentation and amendment of division procedures and resources; adapts guidelines and policies to varied situations while maintaining consistency when interpreting unclear guidelines or policies.
• Performs general office/administrative tasks such as monitoring/ordering standard office supplies; collating and assembling documents; accepting and delivering inter-department correspondence, copying/scanning correspondence and reports; making travel and other arrangements.
• Processes invoices, ensuring timely processing for payment and that correct account numbers and work orders are charged.
• Distributes timekeeping/employee labor reports for supervisors to review and approve; makes corrections as needed; maintains site where reports are posted.
• Makes purchases for goods, services, and training registrations; reconciles expenditures; confirms purchasing policies are followed; enters appropriate account information in banking system; obtains required approvals and furnishes necessary purchase documentation.
• Assists with coordination necessary to respond to public records requests.
• Edits, verifies, and routes purchase requisitions and orders, ensuring purchasing policies are followed; distributes purchase requisition documents to vendors.
• Processes payment transactions using point of sale software; performs research necessary to ensure correct payments are collects and funds are placed in correct accounts; prepares bank deposits and maintains a cash drawer; reconciles transactions and resolves out-of-balance conditions.
• Performs other duties as assigned that relate to essential job functions.
• May function in a "lead" role with regard to ongoing work, special project, or team-oriented assignments.
• May lead or direct the work of other support staff, temporary staff, vendors or contractors when deemed appropriate.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

• Exceptional written and verbal communication skills to effectively communicate and convey information in a clear, concise, and comprehensive manner; business English and grammar sufficient to communicate easily with customers and write, and edit business materials.
• Considerable knowledge of customer service principles and techniques using a variety of methods (face-to-face, telephone, and online experience required).
• Flexibility in performing tasks in an ever-changing environment and in varied locations within the building.
• Ability to apply critical thinking to evaluate tasks in support of process improvements and innovation
• Ability to provide exceptional service using sound analytical and decision-making skills and to creatively problem-solve more complex issues.
• Ability to keep organized and knowledgeable of a high volume of sources to find the appropriate solution or resource for customers
• Demonstrated experience with general office software applications (Microsoft Outlook, Word, Excel, PowerPoint, Teams, Sharepoint, PowerApps) and aptitude to learn and use business software applications.

Education & Experience Requirements

• Graduation from high school or a GED equivalent.
• Two or more years of progressively responsible related experience providing advanced administrative support and/or providing direct frontline service to customers; experience handling difficult and varied customer issues preferred.
• Experience in a service delivery environment where it is necessary to display a positive attitude, friendly demeanor, and follow through on commitments to customers.
• Experience writing procedures and providing training is preferred.
• Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

KEY COMPETENCIES

Customer Focus: Builds strong customer relationships and delivering customer-centric solutions.

Instills Trust: Gains the confidence and trust of others through honesty, integrity and authenticity.

Communicates Effectively: Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences.

Cultivates Innovation: Creates new and better ways for the organization to be successful.

Action Oriented: Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.

Decision Quality: Makes good and timely decisions that keep the organization moving forward.

Nimble Learning: Actively learns through experimentation when tackling new problems, using both successes and failures as learning fodder.

Manages Complexity: Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems.

Plans and Aligns: Plans and prioritizes work to meet commitments aligned with organizational goals.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

• Work involves extensive computer use and sitting or standing for extended periods of time.
• Work involves walking, standing, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms.
• Must be able to physically push, pull, lift, and/or carry up to 30 pounds.
• The noise level in the work environment ranges from moderate to loud and there are frequent competing noises.
• The work environment is exposed to natural light which can be bright or dark depending on the outside weather conditions.
• Work is performed at Bellevue City Hall in an open, shared workspace environment.
• Vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, ability to see color, and the ability to adjust focus.
• Must be able to hear, speak, and understand verbal communications and other outside sound sources.

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.

At the City of Bellevue, you'll 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. You'll 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. It's what makes the City of Bellevue an exciting place to work, live, and explore.

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 425-452-6838 or [e-mail] . 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.

https://www.e-verify.gov/sites/default/files/IER_RightToWorkPoster.pdf

https://www.e-verify.gov/sites/default/files/everify/posters/IER_RighttoWorkPosterES.pdf

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