Administrative Assistant - Northwest Arts Center

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 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 3880 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.

This position reports directly to the NWAC Manager provides training scheduling and supervisory support for the part-time facility monitors administratively supports programs and event coordination manages facility rentals assists with facility standards and reporting and general administrative support for the Parks & Community Services Department. The schedule for this position is typically Monday Friday 8:30 am 5 pm on-site. Remote work for this position is not available.

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.

Bellevue Parks & Community Services Equity Statement: A System of Fairness

Equity acknowledges and removes disparities in opportunities power and resources so that everyone can reach their full potential to thrive. Bellevue Parks & Community Services practices equity which is the responsibility of every individual in the department. Equitable access is a right not a privilege and is fundamental to our mission of serving all people. Through equitable policies and practices we cultivate ties that connect people to the fabric of our community

• Represent the City in a positive manner and provide exceptional customer service to internal and external customers.
• Possess strong work ethic and demonstrate attention to detail.
• Must be organized with the ability to multi-task prioritize workload with frequent interruptions and meet deadlines.
• Ability to work independently and as part of a team to complete a specific objective.
• Oversee all records retention procedures. Keep up to date on new policies and manage implementation of changes.
• Coordinate all aspects of facility bookings; schedule and conduct facility tours manage inquiries staffing contracts permits payments communicate policies and any other requirements to successfully host events.
• Assist in managing the NWAC website updating pages as necessary with pertinent data and completing routine website link checks to assure they are functioning.
• Author and edit marketing material documents and seasonal brochures and maintain facility activity calendars.
• Ability to research collect interpret and calculate data from a wide variety of sources to create spreadsheets financial records and other reporting documents for use in planning record keeping and compliance with regulatory requirements.
• Act as registration and payment processing problem identification and resolution resource answering questions providing guidance troubleshooting and following up with customers in resolving problems; may coordinate (or act as liaison) between functions/departments as required to facilitate problem resolution.
• Manage daily cash handling track revenues & expenditures submit payments towards contract balances assist in contract creation and management.
• Oversee record management and retention equipment surplus coordination and Sharepoint document inventory.
• Coordinate and support the administrative preparation logistics for the City of Bellevue 4^th of July celebration.
• Assist in leading the team through July 4^th training and on day event execution.
• Assist in producing a variety of community events including Monster Mash Halloween Bash Christmas Ships Spring into Art Open House Chalk Art Fest and Theatre on the Green.
• Review documents to determine how they will affect internal/external processing and determining appropriate course of action/response within assigned scope of authority.
• Answer and route incoming calls collect registration fees and register patrons using registration software.
• Perform general office/secretarial tasks such as monitoring/ordering standard office supplies; collating and assembling documents; accepting and delivering inter-department correspondence photocopying/scanning/emailing correspondence and reports; attend meetings and take/distribute minutes; scheduling appointments and maintaining supervisors calendar; screening calls/visitors; making travel arrangements.
• A demonstrated commitment to ongoing learning of diversity equity & inclusion and a commitment to implement these principles in your work.

Knowledge Skills Abilities and Competencies

• Friendly patient supportive and respectful to all.
• Experience utilizing all Windows software including Microsoft Outlook Excel Word PowerPoint Publisher Teams Forms and Sharepoint.
  Experience with CivicRec or other registration database software.
• Handle payment transactions with contractors event vendors and professional organizations which will include cash checks and credit cards.
• Assume responsibility for shift reports and accountability of funds.
• Responsible for scheduling training and supporting the facility monitors.
• Establish and maintain effective working relationships with internal and external staff.
• Complete reports accurately and in a timely manner.
• Ability to communicate clearly and effectively both verbally and in writing.
• Confidence and communication skills necessary to navigate challenging customer interactions and uphold organizational policies in a respectful and solution-oriented manner.
• Assist with cleaning the office and other areas of the facility as assigned as well as tracking equipment and supplies.
• Adhere to safety procedure protocol and safety standards.
• Other duties as assigned.

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.

Physical Demands

• 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 varies depending on programming. Its usually a moderate noise level.

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 at or .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.

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.**