Fire Administrative Assistant & Payroll Specialist

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.

Bellevue Fire is seeking a highly organized and detail-oriented Administrative Assistant/Payroll Specialist to support the daily operations of the Bellevue Fire CARES (Community Advocates for Resource and Referral Services) Program. This role is vital to the smooth functioning of staff onboarding documentation scheduling payroll timekeeping and overall coordination of student and staff support services.

The ideal candidate will be proactive adaptable and capable of managing multiple administrative tasks in a fast-paced and mission-driven environment. We are looking for a person with administrative and payroll addition to other administrative duties you will be responsible for supporting the lead department payroll specialist in complex timekeeping and payroll preparation. You will act as a problem identification and resolution resource answering questions providing guidance troubleshooting payroll and leave issues and following up with managers employees and representatives from other addition you are also responsible for maintaining and validating information and data in the departments scheduling system assisting other staff in the use of the system and preparing a wide variety of regular and ad hoc reports for management staff.

Our ideal candidate will show professional conduct be attentive to detail demonstrate a high degree of accuracy handle work flow consistently and efficiently meet deadlines follow through keep work organized and easily accessible think independently and problem solve work with employees and student interns at all levels of the organization be discrete and confidential in handling job responsibilities.

Onboarding & Compliance

• Create and maintain status lists and files for students and staff.
• Manage onboarding documents: applications references background checks.
• Ensure compliance with required training (e.g. HIPAA confidentiality agreements).
• Orient staff and student interns to city policies and systems.

Procurement Logistics & System Management

• Coordinate access to internal systems.
• Support staff and student travel/training registration and reimbursement.
• Purchase and manage supplies for students and clients.
• Track and maintain vehicle-related supplies.
• Support and maintain the Bus Ticket Program.
• Coordinate donations and ordering processes as needed.

Communication & Departmental Coordination

• Draft and edit professional correspondence letters memos and reports.
• Assist with interviews and serve as point of contact for unscheduled staff needs.
• Educate department members on CARES initiatives.
• Prepare materials for fire events quarterly meetings and leadership or council visits.
• Support logistics for the CARES Division.

Payroll & Timekeeping

• Maintain knowledge and understanding of shift assignments shift schedules and union contact provisions relating to work hours and pay.
• Review department time records to ensure they are accurate complete and in compliance with applicable union contracts policies and procedures.
• Support lead payroll specialist to prepare and submit timekeeping and other payroll information for Fire Department employees for the twice monthly payroll.
• Prepare maintain and update systems data and produce report; reviews data for accuracy; and research questionable entries and initiates corrective measures to resolve any problems.
• Promptly respond to requests for labor wage and benefit information from employees managers other city departments and individuals outside the city.

The ideal candidate has:

• Experience in managing payroll and timekeeping processes
• Demonstrated strong task management skills including the ability to plan organize and execute dynamic payroll reporting
• A high degree of sensitivity to the needs of others and confidential information
• Strong people and process management skills including reconciling and escalating competing interests.

Education and Experience

• High school diploma or equivalent and four (4) years of progressively responsible related work experience (preferred)
• Or any equivalent combination of education experience and training that provides the required knowledge skills and abilities.

Knowledge Skills and Abilities

• Ability to communicate clearly and concisely both verbally and in writing.
• Ability to effectively handle confidential difficult and sensitive issues by using tact and diplomacy.
• Excellent interpersonal skills including the ability to build and maintain effective team relationships with co-workers department management and other city staff.
• Ability to anticipate analyze diagnose and problem solve.
• Effective organizational skills and task management techniques. Ability to manage time multiple projects and priorities with minimal supervision.
• Must be proficient in modern office systems and technology including personal computers and related software (at a minimum MS Word Excel Outlook and similar programs) and common office equipment.
• Proficient skill and ability to read comprehend analyze balance and reconcile accounting and payroll records and to prepare accurate and clear accounting records worksheets charts and reports.
• Proficient skill and ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals and to compute percentage rates and other calculations as applied to basic payroll and accounting functions.

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.

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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