Administrative Assistant

Administrative Assistant

Salary

$68,845.30 - $94,981.02 Annually

Location

Bellevue City Hall, 450 110th Ave NE, Bellevue, WA

Job Type

Regular

Job Number

26-00346

Department

Finance and Asset Management

Division

FAM_AssetMgmnt_ClientSvcs

Opening Date

10/22/2026

Closing Date

10/29/2026 11:59 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

NONAFF

• Description
• Benefits
• Questions

Come Join the City of Bellevue!

Please fill out your application as fully as possible. The City evaluates candidates based on the information provided in the online application only. Do not submit resumes and cover letters. Read the "Hiring Process" section below to learn more.

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 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.

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.

Qualifications

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.

Supplemental Information

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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 drivers license (CDL), licensures, or additional certifications.

At the City of Bellevue, youll 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. Youll 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. Its what makes the City of Bellevue an exciting place to work, live, and explore.

Have we piqued your interest yet? Come join our team! 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.

Please be sure to check your junk folder for any messages that may be sent to you about this recruitment.

The City of Bellevue offers employees a comprehensive benefits package providing choice, flexibility, and value!

Please Note: Seasonal, part-time, and variable employees are not eligible for the below benefits except for mandatory participation in the retirement plan assigned to the position, which will be the Municipal Employees Benefit Trust (MEBT 2) retirement plan or the Washington State Public Employees Retirement System (PERS) retirement plan and any other benefits as required by law.

The following summary applies to fully benefited positions:

Medical

Employees are offered a choice of medical coverage through the Citys self-insured Preferred Provider Organization (PPO) plan or Kaiser Permanente (HMO).

Dental

Employees are offered a choice of two dental carriers with plans that offer regular checkups, x-rays, fillings, and crowns. Orthodontia is available through one of the carriers.

Vision

Employees are offered a choice of vision coverage through an annual exam-only plan or a buy-up plan which includes an annual eye exam and hardware coverage.

Retirement Plans - Employees are offered three retirement plans:

• Washington State Department of Retirement Systems (DRS): Mandatory participation (PERS, LEOFF or PSERS), depending upon eligibility.
• City of Bellevue Municipal Employees Benefit Trust (MEBT): Optional participation in this 401(k) retirement savings plan with employer match contributions that vest on a 3-year schedule.
• Deferred Compensation Program (457 DCP): Optional participation in the supplemental Deferred Compensation Program also administered by DRS that allows tax-deferred savings into a variety of investments options.

Other benefits include:

More detailed information about our employee benefits is available at https://c2mb.ajg.com/cityofbellevue

• Flexible Spending Accounts (FSAs)
• Life/Accidental Death and Dismemberment (AD&D) Insurance
• Long Term Disability (LTD)
• Survivor Income
• Employee Assistance Program (EAP)
• 11 observed holidays per year plus 2 additional personal holidays, vacation (standard accrual of 12 days a year), and sick leave (accumulated at the rate of one day per month)
• An ORCA Card bus pass
• On-site fitness center, and self service food/coffee options
• Career development and training programs
• Tuition Reimbursement Program
• Employee Resource Groups (ERGs)

Paydays - The City of Bellevue pays employees on the 8th and the 23rd of each month (24 pay periods per year).

Please note: The City of Bellevue does not participate in the Social Security Administration (SSA) program and employees do not earn social security credits. The mandatory DRS retirement pension plan provides the required social security replacement plan.

NOTE: This is a brief summary of the benefit programs for the Citys non-represented employees. Every effort has been made to ensure its accuracy. Benefits for employees represented by a collective bargaining agreement (CBA) may have different benefits. If any information on this document conflicts with the provisions of a CBA, the CBA prevails. Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.

01

APPLICANT NOTICE: Your answers below will be used to review this application. The experience listed here MUST match the work history provided in your application. If your answers do not align, you may edit your application before submitting. Please note, it is not acceptable to use "See Resume" or "See Above" in your answers below and we do not accept resumes as a substitute for a completed application.

• I confirm that the information provided here is consistent with my application.
• I do not agree with the statements above.

02

All new hires will be required to establish employment authorization and identity at the time of hire. The city is not able to sponsor work visas. Please confirm work authorization.

• Yes, I have current US work authorization.
• No, I do not have current US work authorization.

03

Please select one of the following that best describes your highest level of education.

• High School Diploma/GED equivalent
• Associates Degree
• Bachelors Degree
• Masters Degree or above
• None of the above

04

Please indicate the number of years of professional experience you have in an administrative assistant/administrative support role.

• No related experience
• Less that 2 years of experience
• 2-4 years of experience
• 4-6 years of experience
• 6 or more years of experience

05

Which of the following tasks have you performed? (Select all that apply)

• Assisting walk in customers at a service desk
• Handling phone inquiries
• Responding to email or online service requests
• Managing or monitoring electronic customer queues
• Screening customers and routing them to appropriate staff
• Troubleshooting customer issues and providing follow up
• Working with language interpretation or translation services
• None of the above

06

Please describe your experience providing customer service in a fast paced environment, including the types of customers you supported and the methods you used (in person, phone, email, etc.). (Please be mindful that artificial intelligence tools, when used to assist in drafting responses, can produce similar language across the many applications submitted. Responses are more effective if they clearly reflect personal experience, specific examples, and individual voice.) [100 words MAXIMUM]

07

Which responsibilities have you handled in past roles? (Select all that apply)

• Document processing, filing, or routing
• Maintaining logs or databases
• Coordinating meetings or events
• Preparing mailings or packets
• Editing or updating procedures or guidance documents
• Handling travel arrangements
• Supporting multiple divisions or teams
• None of the above

08

Describe a time when you were faced with a frustrated customer. What did you do? (Please be mindful that artificial intelligence tools, when used to assist in drafting responses, can produce similar language across the many applications submitted. Responses are more effective if they clearly reflect personal experience, specific examples, and individual voice.) [100 words MAXIMUM]

09

Which tasks have you performed regularly in previous roles? (Select all that apply)

• Track metrics or statistics
• Maintain databases or logs
• Prepare reports
• Present at or facilitate meetings or events
• Handle confidential or sensitive information
• None of the above

10

Which of the following applications do you use or have you used regularly in a professional setting? (Select all that apply)

• Microsoft Outlook
• Microsoft Excel
• Microsoft PowerPoint
• Power BI
• Power Automate
• SharePoint
• Point of sale or cashiering systems
• None of the above

11

This is a Washington State job, and candidates must reside within a reasonable distance of City Hall and be onsite in Bellevue based on departments operational need. The hours for this position are fully on-site. Are you available to work fully on-site?

• Yes
• No

12

Are you able to work the following schedule Monday - Friday: Day Shift (7:45am - 4:15pm)?

• Yes
• No

13

Which tasks have you performed regularly in previous roles? Select all that apply.

• Cash handling and reconciliation
• Credit card processing and point of sale transactions
• Processing registration
• Preparing or reviewing financial documents
• Managing records retention processes
• None of the above

14

How comfortable are you working with multiple software applications at once?

• Not comfortable
• Somewhat comfortable
• Comfortable, with regular experience
• Very comfortable, including navigating complex systems

15

Which environments are you comfortable working in? (Select all that apply)

• Open collaborative workspace
• Areas with moderate to loud ambient noise
• Fast paced customer facing settings
• Roles requiring frequent walking or standing
• Tasks requiring extensive computer use
• None of the above

16

When working on a team, which best describes your approach?

• I prefer to take charge and direct how tasks are completed.
• I take initiative when needed while encouraging input and collaboration.
• I prefer to let others lead and contribute when asked.
• I adapt my approach depending on the situation and the needs of the team.

Required Question

Employer City of Bellevue

Address PO Box 90012

Bellevue, Washington, 98009

Website http://www.bellevuewa.gov/