Administrative Assistant - Northwest Art Center

Administrative Assistant - Northwest Art Center

Salary

$68,845.30 - $94,981.02 Annually

Location

Northwest Arts Center, 9825 NE 24th St, Bellevue, WA

Job Type

Regular

Job Number

26-00271

Department

Parks and Community Services

Division

PCS Recreation NW Arts

Opening Date

08/13/2026

Closing Date

8/19/2026 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 City of Bellevue is currently seeking an Administrative Assistant for the Northwest Arts Center (NWAC), a 2 1/2-acre park site nestled between the quiet Northtown and Clyde Hill residential neighborhoods. The 3,880 square-foot community center features multi-purpose rooms and art studios for classes, rentals, community events, meetings and celebrations. We specialize in art-focused programming, introducing students of all ages to a large variety of traditional fine arts, innovative multimedia art studies, fitness, dance and movement. The City is seeking a mature, trustworthy and detail-oriented individual that enjoys working independently and as a team in a multifunctional environment to provide exceptional customer service to all internal and external clients and staff.

The ideal candidate is friendly, adaptable, and detail-oriented, able to manage interruptions in a public-facing environment while maintaining accuracy and professionalism. This position requires a mix of customer service, administrative expertise and technical know-how, and helps to ensure our programs, facility rentals and recreation services are accessible, efficient and running like a well-oiled machine.

This position reports directly to the NWAC Manager. Remote work is not available for this position.

Work Hours will primarily be 8:30 am - 5 pm Monday - Friday with one evening shift per week, occasional weekend support, one evening per quarter for special events and working on the 4th of July annually. Work schedule may change with changing business needs.

City Council Vision Statement: Bellevue welcomes the world. Our diversity is our strength. We embrace the future while respecting our past.?

Bellevue Parks & Community Services Vision: In Bellevue everyone can connect to each other and to nature through experiences that help them to live, grow, and thrive.

Bellevue Parks & Community Services Mission: We build a healthy community through an integrated system of exceptional parks, natural areas, recreation, arts and culture, and a broad base of community services.

Essential Duties and Responsibilities

Customer Service & Front Office Support

• Represent the City in a positive manner and provide exceptional customer service to internal and external customers.
• Serve as a primary point of contact for visitors, renters, contractors, and program participants, representing the City of Bellevue in a positive, professional, and welcoming manner.
• Answer and route incoming calls, respond to inquiries, register participants, collect fees, and provide information and communicate policies regarding park programs, rentals, policies, and procedures.
• Establish and maintain effective working relationships with internal and external staff.
• Confidence and communication skills necessary to navigate challenging customer interactions and uphold organizational policies in a respectful and solution-oriented manner.

Facility Rentals, Programs, & Event Support

• Coordinate facility rentals and bookings including responding to inquiries, scheduling, conducting site visits, permits, payments, and policy communication.
• Maintain facility activity calendars and support accurate scheduling across programs, rentals, and operations.
• Assist with planning, coordination, and on-site support for event rentals, programs, meetings, summer camps and large gatherings around Bellevue.
• Assist in producing a variety of community events including Monster Mash Halloween Bash, Argosy Holiday Ships, Spring into Art and Chalk Art Fest.
• Assist in planning and leading the City of Bellevue 4th of July celebration annually. Coordinate and support the administrative preparation logistics and day of execution.

Administrative, Financial, & Records Support

• Provide intermediate to advanced administrative support to the team, relieving professional staff of technical and operational detail.
• Must be organized with the ability to multi-task, prioritize workload and meet deadlines.
• Manage records retention, document inventories, and SharePoint files, remain current on applicable policies and procedures and implement change.
• Process daily cash handling, track revenues and expenditures, submit payments, assist with contract creation and management, and maintain accountability of funds.
• Prepare, review, reconcile, and maintain system data, financial records, spreadsheets, and reports, identify discrepancies and initiate corrective actions.

Communication, Marketing, & Technology

• Assist with managing and updating the website, including content updates and routine link checks.
• Author, edit, and format marketing materials, seasonal brochures, flyers, and internal communications. Research, collect, interpret, and calculate data from multiple sources to support planning, reporting, and compliance requirements.
• Serve as the on-site subject matter expert for registration and payment systems. Identify problems in registration and payment processing system, provide resolutions, answer questions, provide guidance, troubleshoot, and follow up with customers in resolving problems. May coordinate or act as liaison between functions/departments as required to facilitate problem resolution.

Operational Support

• Plan and coordinate meetings, tours, and presentations, prepare agendas and materials, and attend meetings to take and distribute minutes.
• Perform general office and secretarial tasks including ordering supplies, filing, scanning, copying, distributing correspondence, screening calls/visitors, maintaining calendars, assembling documents and accepting/delivering inter-department correspondence.
• Assist with cleaning office and facility spaces as assigned, track and order equipment and supplies.
• Adhere to safety protocols and standards at all times.
• Other duties as assigned.

Supervision Received and Exercised

• Exercises independent judgement in routine decision-making.
• Ability to work independently as part of a team to complete a specific objective.
• Works under general supervision of the Program Manager
• Exercises leadership over partially benefitted employees, volunteers, and program participants, as assigned.
• Responsible for scheduling, training, and supporting the facility monitors.

Qualifications

Knowledge, Skills, Abilities and Competencies

• Friendly, patient, supportive and respectful to all.
• Possess strong work ethic and demonstrate attention to detail.
• Professional event planning experience.
• Knowledge of the arts is beneficial.
• Willingness to work with and lead children.
• Experience utilizing all Windows software including Microsoft Outlook, Excel, Word, PowerPoint, Publisher, Teams, Forms and SharePoint.
• Experience with CivicRec or other registration database software.
• Ability to communicate clearly and effectively, both verbally and in writing.
• Frequent communication with customers and public-facing environment.
• A demonstrated commitment to ongoing learning of diversity, equity & inclusion and a commitment to implement these principles in your work.
• Ability to operate a city vehicle to support multiple facilities, transport supplies, and events.

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.
• Administrative and customer service experience working for a parks and community services department of a government agency or closely related field is preferred.
• Must possess or be able to obtain a valid Washington State drivers license by date of hire.

Supplemental Information

Physical Demands and Work Environment

• May be required to push, pull, lift, and/or carry up to 40 pounds.
• Vision abilities required include near and distance vision and the ability to adjust focus.
• Work involves talking, hearing, using hands to handle, feel, or operate office equipment, reaching above head with hands and arms, fine motor skills, climbing stairs, lifting, bending, stooping, crouching, walking on uneven surfaces, sitting for extended periods of time, and standing.
• The noise level in the work environment varies depending on programming. It's usually a moderate noise level.
• Work involves being amongst large crowds in an open, public environment.
• Remote work is not available. Position requires the employee to be physically on-site during scheduled hours.

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

This position requires working at multiple locations based on assignment and operational needs driving a city vehicle. Are you able to travel to varying work sites?

• Yes
• No

04

Do you have a valid Washington State Drivers License or the ability to obtain one?

• Yes
• No

05

Which statement below best describes the highest level of education you have completed?

• High school diploma or the equivalent (GED)
• Associate degree
• Bachelors Degree
• Masters Degree or above
• None of the above

06

How many years of prior related professional experience in an administrative support position do you have?

• Less that 2 years of experience
• 2-4 years of experience
• 4-6 years of experience
• 6-8 years of experience
• 8 or more years of experience
• No related experience

07

How many years of experience do you have providing in-person customer service?

• Less than 1 year of experience
• 1-2 years of experience
• 2-3 years of experience
• 3-5 years of experience
• More than 5 years of experience
• None of the above

08

Have you worked in a customer-facing role within the past three years?

• Yes
• No

09

Please describe your experience working with the public and managing customer service requests. If you answered "No", please enter N/A.

10

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

11

The hours for this position are fully on-site. Are you available to work fully on-site?

• Yes
• No

12

The primary work schedule will be the following: Monday - Friday 8:30 am - 5 pm with one evening shift per week and occasional weekend support. The schedule may change with changing business needs. Are you able to be flexible based on scheduling needs?

• Yes
• No

13

Are you able to work at least one (1) evening a quarter for special events?

• Yes
• No

14

Are you able to work the 4th of July annually?

• Yes
• No

15

Do you have experience planning community events?

• Yes
• No

16

Please select the option that best describes your experience supporting special events or large public gatherings. Experience may include event setup, registration, document preparation, logistics coordination, vendor communication, and on-site support, etc.

• Limited experience (assisted occasionally)
• Regular experience (supported events as a routine part of my role)
• Extensive experience (primary support role or lead for multiple events)
• None of the above

17

Please describe your event planning experience. (including work, personal, volunteering, 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.)

18

How does your previous work experience make you a qualified candidate for this position? (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.)

19

How does this position align with your interests and professional goals? (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.)

Required Question

Employer City of Bellevue

Address PO Box 90012

Bellevue, Washington, 98009

Website http://www.bellevuewa.gov/