Fire Prevention 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.

Bellevue Fire is seeking a highly organized and detail-oriented Administrative Assistant to support the daily operations of the Fire Prevention Division. This role is essential to ensure the smooth coordination of division activities including managing shared inboxes organizing travel training and conferences documentation management customer service and administrative support for fire prevention staff and programs. The ideal candidate will thrive in a fast-paced environment maintain accuracy in recordkeeping and provide excellent internal and external customer support.

The ideal candidate will be proactive adaptable and capable of managing multiple administrative priorities in a dynamic and service-oriented environment. We are seeking someone with strong administrative experience exceptional attention to detail and the ability to support both internal staff and external addition to general administrative responsibilities you will play a key role in coordinating scheduling tracking permits and billing information managing documentation and maintaining accurate records in multiple systems. You will serve as a resource for staff and the publicanswering questions providing guidance resolving issues and ensuring information is complete accurate and timely. This position also assists with data entry and reporting functions that support Fire Prevention programs and management decision-making.

• Provide administrative support to the Fire Marshal as well as the two Assistant Fire Marshals.
• Provide administrative support to the Fire Prevention Division including scheduling recordkeeping document preparation and customer communication.
• Coordinate inspection and permit-related activities ensuring timely processing and accurate documentation.
• Respond to inquiries from the public contractors and internal staff regarding permits fees and inspection processes.
• Maintain and update databases and tracking systems to ensure data accuracy and accessibility.
• Assist in preparing correspondence reports and presentations for management and program staff.
• Process billing payments and other financial transactions in accordance with City policies and procedures.
• Support the development and maintenance of standard operating procedures templates and filing systems.
• Collaborate with staff across divisions to ensure efficient information sharing and workflow coordination.
• Participate in special projects and provide general office support as assigned.
• Assist with interviews and serve as the point of contact for unscheduled staff needs.
• Track and coordinate vehicle-related issues.

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 with staff the public contractors and partner agencies.
• Ability to effectively handle confidential sensitive and sometimes challenging situations with professionalism tact and diplomacy.
• Strong interpersonal skills with the ability to build and maintain effective working relationships with coworkers Fire Department personnel other City departments and members of the public.
• Ability to anticipate needs analyze information and identify solutions to administrative and operational challenges.
• Excellent organizational skills and attention to detail; ability to manage multiple projects deadlines and priorities with minimal supervision.
• Proficiency with modern office systems and technology including Microsoft Office (Word Excel Outlook) database management and electronic recordkeeping systems.
• Ability to read interpret and maintain a variety of records forms and reports related to inspections permits and billing.
• Strong analytical and numerical skills with the ability to accurately process payments track fees and prepare financial and statistical reports.
• Knowledge of or ability to learn municipal permitting inspection and fire prevention processes as well as related codes policies and procedures.

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.

FLEXIBLE/HYBRID WORKING

A hybrid work schedule is available for this position after an orientation period. Remote work for this position is subject to the departments operational needs and will be discussed with candidates during the selection process. Full-time remote work is not an available option. Once hired employees must reside in the State of Washington and within reasonable commuting distance to Bellevue City Hall.

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.**