Administrative Assistant

City of Bellevue•Bellevue, WA

1d•Onsite

About The Position

The Client Services Division in the City of Bellevue’s Finance & Asset Management Department is seeking a motivated, detail-oriented, customer-focused Administrative Assistant. The role is part of a team providing frontline services to the public and City employees from a public service desk at Bellevue City Hall. Customer interactions take place in person, by phone, email, and online. The position requires technical proficiency and strong customer service skills, with extensive use of software applications to serve a diverse customer base. The ideal candidate is proficient in JDE, Maximo, Power Apps, and Power BI. The City of Bellevue is dynamic, international, multicultural, future-focused, diversity-driven, and high-performing. Its Council vision is, “Bellevue welcomes the world, our diversity is our strength.” The City provides language interpretation services and invests in employee growth and development. The position also provides administrative support to divisions within Finance & Asset Management and may lead or direct support staff, temporary staff, vendors, or contractors when appropriate. Work is performed at Bellevue City Hall in an open, shared workspace.

Requirements

High school graduation or GED equivalent.
At least two years of progressively responsible related experience providing advanced administrative support and/or direct frontline customer service.
Experience in a service-delivery environment requiring a positive attitude, friendly demeanor, and follow-through on commitments to customers.
Exceptional written and verbal communication skills, including business English and grammar sufficient to communicate with customers and write and edit business materials.
Considerable knowledge of customer service principles and techniques, with experience serving customers face to face, by telephone, and online.
Flexibility to perform tasks in a changing environment and in varied locations within the building.
Ability to apply critical thinking to evaluate tasks and support process improvement and innovation.
Ability to provide exceptional service using analytical and decision-making skills and creatively solve complex issues.
Ability to stay organized and use a high volume of sources to identify appropriate solutions or resources for customers.
Demonstrated experience with general office software, including Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and Power Apps, and aptitude for learning and using business software applications.
Ability to meet the physical demands described for the role, including pushing, pulling, lifting, and/or carrying up to 30 pounds.
Ability to establish employment authorization and identity at hire; the City does not sponsor work visas.
Successful completion of reference checks, including at least one prior supervisor reference.

Nice To Haves

Experience handling difficult and varied customer issues.
Experience writing procedures and providing training.
Proficiency in JDE, Maximo, Power Apps, and Power BI.
Equivalent combinations of education, experience, and training may provide the required knowledge, skills, and abilities.

Responsibilities

Provide frontline services to the public and City employees, responding to service requests and inquiries in person, by phone, and online.
Maintain and audit logs, databases, and systems to ensure records are current, accurate, and complete.
Identify and resolve problems by answering questions, providing guidance, troubleshooting, and following up with customers; coordinate or liaise across functions and departments as needed.
Screen customers, direct them to relevant development, code, or other information, register walk-in customers for meetings with on-duty staff, and manage electronic customer queues.
Receive, log, secure, and route documents, records, and other materials exchanged between customers, legal entities, and City employees.
Provide administrative support to Finance & Asset Management divisions, including document processing, mailings, filing, and special-event planning and coordination.
Assist with documenting and amending division procedures and resources, adapting guidelines and policies to varied situations while interpreting unclear guidance consistently.
Perform general office and administrative tasks, including monitoring and ordering office supplies, assembling documents, handling interdepartmental correspondence, copying and scanning, and making travel and other arrangements.
Process invoices, ensure timely payment processing, and verify that charges are assigned to the correct account numbers and work orders.
Distribute timekeeping and employee labor reports for supervisor review and approval, make corrections as needed, and maintain the report-posting site.
Purchase goods, services, and training registrations; reconcile expenditures; verify compliance with purchasing policies; enter account information in the banking system; obtain approvals; and provide purchase documentation.
Assist with coordination of responses to public records requests.
Edit, verify, and route purchase requisitions and orders, ensure purchasing policies are followed, and distribute requisition documents to vendors.
Process payment transactions using point-of-sale software; research payments and account allocations; prepare bank deposits; maintain a cash drawer; reconcile transactions; and resolve out-of-balance conditions.
Perform other duties related to essential job functions as assigned.
May lead ongoing work, special projects, or team assignments, and may lead or direct other support staff, temporary staff, vendors, or contractors when appropriate.