Administrative Assistant

City of Bellevue•Bellevue, WA

20h•Onsite

About The Position

The City of Bellevue Parks & Community Services (PCS) is looking for an Administrative Assistant Extraordinaire to join our team at Highland Community Center. 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 smoothly. The position involves data tracking, managing facility rentals, providing customer service, supporting recreation programs and software, offering administrative and technical support, coordinating events, processing requests, and general office responsibilities. This role requires a balance of technical proficiency, strong attention to detail, and excellent customer service skills. The position includes one evening shift per week, working on the 4th of July on a rotating basis, and involves frequent communication with customers, colleagues, and external stakeholders.

Requirements

High school diploma or equivalent and four years of progressively responsible related work experience.
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).
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.

Nice To Haves

Experience with CivicRec recreation program registration software.
Experience assisting those with mobility needs such as pushing people in wheelchairs.
Experience setting up, taking down, and decorating for large special events.

Responsibilities

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.
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.
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.
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.
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.
Plan and arrange logistics for meetings, presentations, and events by scheduling rooms, organizing materials, and ensuring all details are in place.
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.
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.