Senior Administrative Assistant to the Fire Chief

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 Senior Administrative Assistant will provide day-to-day advanced administrative support to the Deputy Chief of Operations the Public Information Officer (PIO) and the Fire Chief of the Bellevue Fire Department.

This role involves working with complex regulations standards and operational issues within the fire service requiring a high level of problem-solving and communication. The position is responsible for administering specific functions or programs and may involve conducting sub-professional analysis adapting existing procedures and recommending improvements. While secretarial tasks are minimal the position supports more significant responsibilities within the department requiring the ability to interpret and adapt procedures to address unique or complex situations with limited supervision.

At this level the Senior Administrative Assistant will have a greater opportunity to influence or recommend changes to policies and procedures as well as manage a small function or segment of a larger program. The position provides support across a range of administrative functions and ensures that the departments operations run smoothly. This role may also involve overseeing or supervising other administrative or clerical staff. This position represents the highest level of sub-professional administrative support within the department with duties varying based on departmental needs and provides a pathway for gaining experience in higher-level administrative functions.

• Act as the Fire Department liaison for routine communication with various organizations such as the Bellevue Fire Foundation Bellevue Chamber Bellevue School District and other like agencies. Responds to inquiries from citizens vendors medical professionals other fire agencies businesses fire personnel and city staff on department matters.
• Develops and/or drafts correspondence Special Notices minutes power point presentations handouts Council agenda memos etc.
• Serve as the department point of contact for the Bellevue city council and city managers office.
• Coordinates or assists with Civil Service processes and firefighter interviews.
• Assist the Fire Chief and Deputy Chiefs to research planned and proposed changes to procedures; develop and/or draft new/revised policies or procedures to comply with regulatory requirements or improve work processes.
• Provide support to the Fire Executive Team coordinating weekly meetings taking notes and handling annual executive staff planning retreat.
• Assist with the development and administration of contracts handle procurement for goods and services pay invoices and handle receipt of funds when appropriate for reimbursements.
• Assist with the departments accreditation process including strategic planning.
• Assist with the maintenance and operation of departmental computerized data systems as directed included but not limited to DocuSign PowerDMS and SharePoint.
• Assist in the management of department data to improve efficiency and outcomes; track and maintain records reporting form anomalies and look for trends. Organizes and maintains fire department documents files records meeting notes and reference materials and serving as the department Record Coordinator responsible for coordinating a given response.
• Other duties as assigned by the Fire Chief.

Supervision Received and Exercised:

• This position is supervised directly by the Fire Chief.
• Work is generally self-directed with the supervisor establishing the overall priorities objectives and resources for the function and an incumbent independently carrying out responsibilities and following through to accomplish desired outcomes. New procedures or written materials reflecting policy requirements are reviewed prior to implementation.
• Judgments and decisions are still guided by policies procedures and management-imposed limits but latitude exists for unreviewed action or decision on routine and some non-routine matters.
• Original thinking is sometimes required and some recommendations may be precedent setting.
• May be responsible for supervising other administrative or clerical staff.
• Independent decision-making is limited where assignments are made for training purposes.

Knowledge Skills Abilities and Competencies

• Knowledge of concepts methodologies and tools pertaining to the organizing tracking and reporting aspects of project management (e.g. business and/or technical writing accounting and budget administration research and analysis tools and techniques).
• Ability to:
  1. Understand apply and/or adapt complex/conflicting oral or written regulations or guidelines to diverse and dissimilar situations.
  2. Act independently and know when to refer situations to higher level authority.
  3. Prepare cost projection and monitor/control budgetary compliance.
  4. Understand and apply contract terms and provisions.
  5. Prepare and deliver small-scale group presentations.
  6. Understand and apply the functionality associated with special application software to perform job duties.

Education Experience and Other Requirements

• Four-year college degree with major coursework in a discipline related to the duties of the position and two years of progressively responsible related work experience.
• Additional qualifying work experience may be substituted for the education requirement.

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 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.

Flexible/Hybrid Working:

The City is implementing a flexible/hybrid work policy that will allow staff to work remotely. Full-time remote work is not an option.Remote work for this position is subject to departments operational needs and will be discussed with candidates during the selection process. Once hired employees must reside in the State of Washington.

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 .

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