Administrative Assistant

Do you have a passion for public safety? Do you have a background in administrative or office support? We are looking for administrative support for the Fire Department’s Training Division. You will perform routine and complex clerical work including the coordination of the division’s timekeeping, purchasing and accounts payable processes. You will be proficient in nearly all aspects of the work and may function in a “lead” role with regard to ongoing work or special project- or team-oriented assignments.

As Administrative Assistant you will be professional, demonstrate attention to detail and a high degree of accuracy, handle work flow consistently and efficiently, meet deadlines, follow through, keep work organized and easily accessible, think independently, and personally resolve customer issues whenever possible. PC usage is frequent, and you must possess considerable knowledge and experience in the application/operation of software programs that go beyond basic word processing. Work involves the development of moderately complex PC spreadsheets, presentation materials, and the use of the city’s financial systems.

At The City of Bellevue you’ll be part of a team committed to providing exceptional customer service, upholding the public interest and being a part of the community vision. Our people bring unique skills and qualities to the table, embrace the values of honesty, accountability and commitment to service, and take pride in the work they do. You’ll work in an environment where being innovative, collaborative, and future focused are the status quo. Bellevue welcomes the world. Our diversity is our strength. It’s what makes The City of Bellevue an exciting place to work, live, and explore.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Operates a PC to view, enter, edit, format, revise, print, process, maintain, and distribute information to include planning, creating, and producing a variety of forms, manuals, lists, matrices, reports, records, correspondence and other documents of similar complexity.
• Acts frequently as initial Division contact as problem-resolution resource to answer questions, provide guidance, troubleshoot, and subsequently follow-up with internal customers.
• Provides general administrative support such as ordering both office and household supplies, proofreading and finalizing various documents, accepting, handling and/or distributing interoffice mail, answering phones, placing and receiving Copy Center orders, recording and distributing Department Safety Committee minutes.
• Composes, updates, proofreads, edits, prepares, and distributes a variety of documents, spreadsheets, reports, presentations, letters, contracts, and contracting routing forms.
• Maintains Division SharePoint site including structure, content, and permissions.
• Prepares and submits accurate twice-monthly Division timekeeping information to Department timekeeper.
• Makes procurement card purchases in support of Division needs.
• Reconciles Division procurement cards, pays invoices, and submits paperwork to Finance.
• Maintains and archives paper records, working with City records staff, to comply with Department, City, and State regulations.
• Registers Department personnel for classes, seminars, and conferences to include routing, recording, and filing paperwork.
• Develops and expands knowledge relevant to administration and Training Division through a variety of training and other professional development opportunities, continuously seeking best practices.
• Proactively develops and recommends new/revised procedures, subject to supervisor’s approval, to improve work processes, comply with changed regulatory requirements, and create efficiencies in how work is accomplished.
• Maintains effective tracking systems for internal activities and for utilizing metrics and other assessment methodologies to quantify results achieved.
• Operates specialized software programs relating to the assigned function as needed.
• Schedules training facility for periodic and recurring training, meetings, and other events with both internal and external customers.
• Provides logistical support for a variety of trainings and events where Training Division is participating in or hosting to include any or all: after-hours access, when applicable; agenda distribution; logistics such as equipment setup and room configuration; coordination of food delivery.

QUALIFICATIONS:

KEY COMPETENCIES:

• Action-Oriented : Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Decision Quality : Makes effective and timely decisions which keep the Division moving forward.
• Nimble Learning : Actively learns through experimentation when tackling unfamiliar problems, using both successes and failures to learn.
• Manages Complexity : Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems.
• Self-Direction : Work is generally self-directed, with the supervisor establishing the overall priorities, objectives, and resources for the function, and independently carried out.
• Plans & Aligns : Plans and prioritizes work to meet commitments aligned with organizational goals.

KNOWLEDGE, SKILLS, AND ABILITIES:

This position is found in multiple departments and may require any combination of the following knowledge, skills, and abilities:

• Ability to operate and troubleshoot standard office machines and equipment including PC and multi-function copy/scan/fax machine.
• Proficient in Microsoft Office products including Word, Excel, and Outlook. SharePoint experience desired.
• Experience working with centralized financial systems such as JD Edwards and MAXIMO.
• Working knowledge of financial practices relating to; accounts payable, requisition entry, purchasing, internal controls, and contract and purchase order monitoring.
• Business English and grammar sufficient to write and edit business materials.
• Communicates effectively (both orally and in writing).
• Ability to maintain complex files and records; ability to establish and maintain effective working relationships with employees, other departments, vendors and the public.
• Ability to listen and ascertain the needs of department; ability to find and communicate accurate information concerning process, policies and procedures to other personnel; ability to respond tactfully and courteously.

EDUCATION, EXPERIENCE, AND OTHER REQUIREMENTS:

• High school diploma or equivalent.
• Four years of progressively responsible related work experience.
• Prior government and/or public safety experience desired.
• Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.
• Must pass a background check prior to hire

OTHER:

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 walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms.
• Vision abilities required by this job include close vision and the ability to adjust focus.
• The employee may be required to push, pull, lift, and/or carry up to 20 pounds.
• The noise level in the work environment is usually moderately quiet.

The City of Bellevue supports workplace diversity and does not discriminate on the basis of race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status. Persons needing assistance in the application process may call the Human Resources Office, at 425-452-6838.

For questions regarding this position please contact Tony Mastrandrea at 425-452-7845.