IT Senior Administrative Assistant

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.

The City of Bellevue is a dynamic international and multicultural futurefocused Smart City serving 152000 residents. Our Council vision is: Bellevue welcomes the world; our diversity is our strength. We embrace the future while respecting the past. 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 a hightech hub 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.

Bellevue is consistently ranked one of the top five digital cities in the nation and supports and encourages innovative approaches to delivering high quality services to residents and employees.

If you have a strong attention to detail and an interest in Information Technology we are looking for 2 Senior Administrative Assistants to join our team! One position will be a fulltime position and the other a limitedterm position (LTE) with a 2year term.

Each role will be responsible for providing administrative support to the Information Technology department to include the Director (CIO) Assistant Directors (CTO COO) the Business Transformation program and eCityGov Alliance. Candidates should have skills in accounting fundamentals organization documentation and communication.

This recruitment is for 2 positions one fulltime and one LTE position 2years).

The role is to perform duties and responsibilities commensurate with assigned functional area which may include any combination of the following tasks:

Senior Administrative Assistant FullTime)

• Perform general administrative tasks for the department including supply inventory Procard purchases and reconciliation and event coordination.
• Assist with the maintenance of organizational charts and various project assignments.
• Provide executive support to the CIO CTO COO.
• Coordinate meetings take meeting minutes and handle other related administrative tasks.
• Process billings related to ITD colocation agreements.
• Conduct research account reconciliations and collaborate with jurisdictions departments and management on delinquent accounts.
• Review process and track invoices for IT department purchases and contracts ensuring proper documentation and issue resolution.
• Compile and process backup documentation for monthly journal entries.
• Assist in gathering compiling and managing documentation for various requests problem resolutions and reporting needs.
• Maintain and streamline SharePoint content and website documentation.
• Post and manage relevant files ensuring proper organization and accessibility for the team.
• Collaborate with teams for continuous process improvement and documentation.

• Provide training to team members on process adherence and improvement.

• Provide backup support:
  • Supporting the Business Transformation and eCityGov Alliance programs AND

Senior Administrative Assistant (LTE)

• Perform general administrative tasks for the Business Transformation program and the eCityGov Alliance including procard purchases and reconciliation and event coordination.
• Provide executive support Business Transformation Program Manager and eCityGov Alliance Executive Director including serving as the Secretary for the eCityGov Alliance.
• Coordinate meetings take meeting minutes and handle other related administrative tasks.
• Process billings related to eCityGov revenue streams.
• Conduct research account reconciliations and collaborate with jurisdictions departments and management on delinquent accounts.
• Review process and track invoices for IT department purchases and contracts ensuring proper documentation and issue resolution.
• Create and reconcile Purchase Orders for the Business Transformation program and the eCityGov Alliance.
• Compile and process backup documentation for monthly journal entries.
• Assist in gathering compiling and managing documentation for various requests problem resolutions and reporting needs.
• Collaborate with teams for continuous process improvement and documentation.
• Provide backup support:
  • Invoicing events public records requests department and Director (CIO CTO COO) support

Supervision Received and Exercised:

• Works under the general supervision of a manager.
• Does not have formal supervisory duties but may lead others in the coordination of a specific system service or program.

• An ability to source informationrelevant to the assigned function and the nature of questions typically received.
• Knowledge of standards and practices for establishing and maintaining valid accounting documentation and a credible audit trail.
• Knowledge of projectplanning scheduling monitoring and problem solving.

• Three 3 or more years of experience in administrative support.
• Two 2 or more years in accounting or project coordination preferably in a technology or governmentrelated environment.

Technical Skills:

Knowledge Skills and Abilities:

• Skill in collaboration working in a diverse environment and developing partnerships.
• Skill in researching issues and developing presentations reports and recommendations.
• Apply effective oral and written communication skills to explain clarify and resolve nonroutine issues.

• Strong organizational communication and multitasking skills.
• Ability to work independently and as part of a team to meet deadlines and support multiple projects.

Core Competencies

• Customer Focus: We are focused on the needs of the customer and on developing strong relationships with our customers.
• Instills Trust: Through authenticity integrity and honesty we gain the trust and respect of all of those with whom we work.
• Communicates Effectively: We understand the need to develop multimode forms of communication to address the needs of all of the audience with whom we are engaging.
• Cultivate Innovation: We are focused on generating new and creative ways for our organization to be successful.
• Values Differences: Recognizing the value that different perspectives and cultures bring to an organization.

Education Experience and Other Requirements

• Fouryear college degree with major coursework in discipline related to the duties of the position and three 3 years of progressively responsible related work experience in administrative support and basic accounting/finance.
  • Additional qualified work experience may be substituted for the education requirement.
• Strong customer service and interpersonal skills.
• Strong organizational time management skills.

• Proficient skill in operating a personal computer and using software like Outlook Excel PowerPoint SharePoint and Acrobat.
• Experience with invoice processing and billings.
• Familiarity with accounting software (e.g. JDE or similar) and document management systems.
• Knowledge of event coordination tools and techniques.

This position is Hybrid eligible. Remote work for this position is subject to the departments operational needs and will be discussed with candidates during the selection process. Minimum of 2 days in the office per week. Additional onsite days may be required at times due to the needs of the business. Once hired employees must reside in the State of Washington.

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 accommodation 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 reach 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 10 pounds.
• The noise level in the work environment is usually moderately quiet.

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 checkprior 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 ator .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 EVerify program. Learn more about the EVerify program.

any technical difficulties with your application please contact the NEOGOV support line at.

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