Administrative Assistant Northwest Art 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.

The ideal candidate is friendly adaptable and detail-oriented able to manage interruptions in a public-facing environment while maintaining accuracy and professionalism. This position requires a mix of customer service administrative expertise and technical know-how and helps to ensure our programs facility rentals and recreation services are accessible efficient and running like a well-oiled machine.

City Council Vision Statement: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.

Customer Service & Front Office Support

• Represent the City in a positive manner and provide exceptional customer service to internal and external customers.
• Serve as a primary point of contact for visitors renters contractors and program participants representing the City of Bellevue in a positive professional and welcoming manner.
• Answer and route incoming calls respond to inquiries register participants collect fees and provide information and communicate policies regarding park programs rentals policies and procedures.
• Establish and maintain effective working relationships with internal and external staff.
• Confidence and communication skills necessary to navigate challenging customer interactions and uphold organizational policies in a respectful and solution-oriented manner.

• Coordinate facility rentals and bookings including responding to inquiries scheduling conducting site visits permits payments and policy communication.
• Maintain facility activity calendars and support accurate scheduling across programs rentals and operations.
• Assist with planning coordination and on-site support for event rentals programs meetings summer camps and large gatherings around Bellevue.
• Assist in producing a variety of community events including Monster Mash Halloween Bash Argosy Holiday Ships Spring into Art and Chalk Art Fest.
• Assist in planning and leading the City of Bellevue 4th of July celebration annually. Coordinate and support the administrative preparation logistics and day of execution.

• Provide intermediate to advanced administrative support to the team relieving professional staff of technical and operational detail.
• Must be organized with the ability to multi-task prioritize workload and meet deadlines.
• Manage records retention document inventories and SharePoint files remain current on applicable policies and procedures and implement change.
• Process daily cash handling track revenues and expenditures submit payments assist with contract creation and management and maintain accountability of funds.
• Prepare review reconcile and maintain system data financial records spreadsheets and reports identify discrepancies and initiate corrective actions.

• Assist with managing and updating the website including content updates and routine link checks.
• Author edit and format marketing materials seasonal brochures flyers and internal communications. Research collect interpret and calculate data from multiple sources to support planning reporting and compliance requirements.
• Serve as the on-site subject matter expert for registration and payment systems. Identify problems in registration and payment processing system provide resolutions answer questions provide guidance troubleshoot and follow up with customers in resolving problems. May coordinate or act as liaison between functions/departments as required to facilitate problem resolution.

• Plan and coordinate meetings tours and presentations prepare agendas and materials and attend meetings to take and distribute minutes.
• Perform general office and secretarial tasks including ordering supplies filing scanning copying distributing correspondence screening calls/visitors maintaining calendars assembling documents and accepting/delivering inter-department correspondence.
• Assist with cleaning office and facility spaces as assigned track and order equipment and supplies.
• Adhere to safety protocols and standards at all times.
• Other duties as assigned.

• Exercises independent judgement in routine decision-making.
• Ability to work independently as part of a team to complete a specific objective.
• Works under general supervision of the Program Manager
• Exercises leadership over partially benefitted employees volunteers and program participants as assigned.
• Responsible for scheduling training and supporting the facility monitors.

Knowledge Skills Abilities and Competencies

• Friendly patient supportive and respectful to all.
• Possess strong work ethic and demonstrate attention to detail.
• Professional event planning experience.
• Knowledge of the arts is beneficial.
• Willingness to work with and lead children.
• Experience utilizing all Windows software including Microsoft Outlook Excel Word PowerPoint Publisher Teams Forms and SharePoint.
• Experience with CivicRec or other registration database software.
• Ability to communicate clearly and effectively both verbally and in writing.
• Frequent communication with customers and public-facing environment.
• A demonstrated commitment to ongoing learning of diversity equity & inclusion and a commitment to implement these principles in your work.
• Ability to operate a city vehicle to support multiple facilities transport supplies and events.

• 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.
• Must possess or be able to obtain a valid Washington State drivers license by date of hire.

Physical Demands and Work Environment

• May be required to push pull lift and/or carry up to 40 pounds.
• Vision abilities required include near and distance vision and the ability to adjust focus.
• Work involves talking hearing using hands to handle feel or operate office equipment reaching above head with hands and arms fine motor skills climbing stairs lifting bending stooping crouching walking on uneven surfaces sitting for extended periods of time and standing.
• The noise level in the work environment varies depending on programming. Its usually a moderate noise level.
• Work involves being amongst large crowds in an open public environment.
• Remote work is not available. Position requires the employee to be physically on-site during scheduled hours.

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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