Administrative Assistant

City of Bellevue, Washington

Bellevue (WA)

On-site

USD 50,000 - 65,000

Full time

9 days ago

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Job summary

The City of Bellevue's Highland Community Center seeks an Administrative Assistant Extraordinaire to support adaptive recreation, facility rentals, and program services. You'll blend customer service, data tracking, and technical know‑how to keep operations accessible and efficient.

You'll handle reservations, enrollments, reports, and daily office tasks while ensuring ADA compliance and strong communication with partners and participants.

Qualifications

High school diploma or equivalent
Four years of progressively responsible related work experience (if applicable)
Must possess or be able to obtain a valid Washington State driver's license by date of hire.

Responsibilities

Data Management & Tracking: Develop and maintain complex spreadsheets to ensure accurate tracking and reporting.
Facility Rentals & Scheduling: Serve as primary contact for rental inquiries and coordinate part‑time staff for events.
Customer Service & Problem‑Solving: Respond to inquiries via phone, email, and in‑person interactions while assisting with registrations and rentals.
Recreation Program & Software Support: Learn and use CivicRec to manage enrollments and reservations.
Administrative & Technical Support: Prepare reports and documents, track information, and maintain organized records.
Event & Meeting Coordination: Plan logistics for meetings, presentations, and events by scheduling rooms and materials.
Process Management & Compliance: Review requests, verify compliance, and process transactions within required authority.
General Office Responsibilities: Manage office supplies, schedule appointments, and take meeting minutes.

Skills

Customer service

Data management

Problem solving

Communication

Attention to detail

Scheduling

Teamwork

Administrative support

Education

High school diploma or equivalent

Tools

CivicRec registration software

Windows

Microsoft Office

Excel

Word

PowerPoint

Multifunction copier/scanner/print/fax

Job description

Job Summary

The City of Bellevue Parks & Community Services (PCS) is looking for an Administrative Assistant Extraordinaire 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.

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

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.

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 role requires strong technical skills, exceptional attention to detail, and a high level of customer service. Responsibilities include purchasing and transporting supplies, coordinating service appointments for city vans, and, when needed, providing transportation for program participants. The position includes one evening shift per week, requires working the 4th of July on a rotating schedule, and involves frequent communication with customers, coworkers, and external partners.

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.
Must possess or be able to obtain a valid Washington State driver's license by date of hire.

Supplemental Information

Physical Demands

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.
Work involves setting up, take down and decorating for large special events.
Work involves assisting those with mobility needs such as pushing people in wheelchairs.

HIRING PROCESS

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 recruiting@bellevuewa.gov. 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

For any technical difficulties with your application, please contact the NEOGOV support line at 855-524-5627.