Administrative Assistant (LTE)

City of Bellevue, Washington; Bellevue (WA); On-site; USD 48,000 - 62,000; Full time

Job summary

The City of Bellevue, Washington seeks an Administrative Assistant to provide frontline service to employees and the public across multiple channels. You will support the Employee Transportation Services and Parking Coordinator role, assist with CTR requirements, and help implement activities to reduce single-occupancy trips.

You will create performance dashboards, maintain logs and data systems, coordinate events, and help with new employee orientation while using MS Office, PowerBI, and

Qualifications

• Graduation from high school or GED.
• Four or more years of progressively responsible related experience providing complex administrative support.
• Experience in a service delivery environment with customer interactions across multiple channels.
• SharePoint Designer and PowerBI dashboard experience preferred.

Responsibilities

• Provide frontline customer service to employees and the public in person, by phone, and online.
• Perform general administrative duties including supplies, documents, and travel arrangements.
• Maintain and update section documentation and online resources.
• Interpret guidelines and apply policies consistently.
• Develop CTR commute marketing and events to meet targets and reduce single-occupancy trips.
• Coordinate events and meetings, ensuring compatibility across spaces.
• Ensure compliance with codes and serve as day-of event coordinator.
• Deliver in-person trainings and presentations to varied audiences.
• Review program documentation and audit reports; use PowerBI/Excel for analysis.

Skills

Strong communication

Customer service

Analytical thinking

Adaptability

MS Office proficiency

CTR knowledge (preferred)

Education

High school diploma or GED

Tools

PowerBI

SharePoint Designer

Excel

Job description

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

Job Summary

The Client Services section in the Finance & Asset Management Department is seeking a highly motivated, detail-oriented, and customer-focused administrative assistant to join our team. Administrative Assistants provide frontline service to employees and the public across multiple channels, including in person, by phone, email, and online. This position serves as the City’s primary Employee Transportation Services & Parking Coordinator, overseeing employee commuting and parking programs at major worksites in alignment with State Commute Trip Reduction (CTR) requirements. Key responsibilities include supporting approximately 1,500 employees, promoting alternative commute options, and implementing activities that help the City achieve and exceed commute-reduction goals. The position also supports the City’s Event Program by coordinating meetings and events and providing day-of onsite support. Additional responsibilities include administering secure facility access, issuing badges, and assisting with new employee orientation. The role requires strong technical proficiency and customer service skills to manage multiple software systems, create performance dashboards, maintain complex logs, and evaluate program results.

Essential Duties And Responsibilities

• Provide frontline customer service to employees and the public, responding to inquiries and service requests in person, by phone, and online.
• Perform general administrative and office support functions, including managing office supplies, preparing documents, handling inter-departmental correspondence, and coordinating travel and related arrangements.
• Maintain and update section documentation such as procedures, job aids, and online resources.
• Interpret and apply guidelines and policies consistently, adapting them to varied or unclear situations.
• Plan, develop, and execute CTR commute-choice marketing, promotions, and employee advisement to meet performance targets and reduce single-occupancy vehicle use.
• Plan and coordinate small to large events, community activities, press conferences, and photo shoots, ensuring scheduling compatibility across meeting and event spaces.
• Ensure compliance with fire, occupancy, security, and liquor control codes and event guidelines; serve as day-of event coordinator with minimal supervision.
• Collaborate, convene, and facilitate teams to advance project, program, and section goals and improve outcomes.
• Develop and deliver in-person training and presentations for audiences of various sizes.
• Review and maintain program documentation; create, monitor, and audit reports.
• Use PowerBI, Excel, and other software to track, analyze, and evaluate trends; identify options to influence outcomes.
• Maintain accuracy and integrity of logs, databases, and data systems; audit records for completeness and correctness.
• Coordinate facility access control systems, including issuing security badges, assigning access, maintaining system architecture, and generating reports.
• Process payment transactions, research and correct discrepancies, manage deposits and cash drawers, reconcile accounts, and resolve out-of-balance issues.
• Coordinate contracts with internal stakeholders and vendors, including routing payments and providing feedback on scope and deliverables.
• Ensure customer compliance with program guidelines, including tracking, monitoring, and issuing warnings
• Lead or oversee the work of support staff, temporary staff, vendors, or contractors as appropriate.
• Perform other related duties as assigned.

Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong communication skills, including clear written and verbal communication, effective editing of business materials, and the ability to use translation tools to support diverse customers.
• Solid customer service expertise, including managing sensitive interactions, de-escalation techniques, and delivering high-quality service across in-person, phone, and online channels.
• Demonstrated analytical, critical-thinking, and problem-solving abilities to address complex issues and improve processes.
• Flexibility and adaptability in a dynamic work environment, including shifting priorities and working in varied locations.
• Ability to efficiently navigate, organize, and utilize a high volume of resources to identify accurate solutions for customers.
• Proficiency with Microsoft Office and the ability to learn and apply additional business software applications.
• Knowledge of Commute Trip Reduction (CTR) laws and requirements preferred.

Education & Experience

• Graduation from high school or a GED equivalent.
• Four or more years of progressively responsible related experience providing complex administrative support.
• Experience in a relevant service delivery environment where it is necessary to work with customers face to face, on the phone and digitally with a high degree of autonomy and ownership.
• Building and maintaining positive and productive working relationships with customers.
• Experience writing procedures and providing training is preferred.
• SharePoint Designer and PowerBI dashboard creator experience preferred.
• Or any equivlient combination of education, experience, and training that provides the required knowledge, skills, and abilities.

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 weather conditions outside.
• 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.

Limited Term Employee (LTE) : A fully benefited employee appointed to serve in a position scheduled to work a minimum of 30 hours a week for a specific project with a specific ending date which is anticipated to last more than five months but in no event longer than three consecutive years (36 months).

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

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