Administrative Assistant

The City of Bellevue Parks & Community Services (PCS) is looking for an Administrative Assistant to join the team at Highland Community Center—a vibrant, welcoming space that provides adaptive recreation for youth and adults with intellectual, developmental, and physical disabilities. This role blends customer service, administrative expertise, and technical know-how to ensure programs, facility rentals, and recreation services are accessible, efficient, and well-organized.

About the role

This position is a mix of customer service, administrative support, and technical tasks. You’ll be the friendly first point of contact for visitors, manage facility rentals, maintain data tracking systems, and ensure compliance with ADA and Title VI requirements. The role requires a balance of technical proficiency, strong attention to detail, and excellent customer service skills.

Responsibilities

• Data Management & Tracking: Develop, maintain, and manage complex spreadsheets with multiple layers of information to ensure accurate tracking and reporting of program and facility data. Analyze information to identify trends and ensure compliance with reporting requirements.
• Facility Rentals & Scheduling: Serve as the primary contact for rental inquiries, guiding customers through the reservation process, entering details into the system, and coordinating part-time staff coverage for scheduled rentals. Maintain clear communication to ensure smooth event execution.
• Customer Service & Problem-Solving: Be the first point of contact for visitors, responding to inquiries via phone, email, and in-person interactions. Assist customers with program registrations, facility rentals, and general information while troubleshooting issues and ensuring excellent service.
• Recreation Program & Software Support: Utilize (or be willing to learn) CivicRec recreation program registration software to manage participant enrollments and facility reservations. Ensure compliance with city policies, including ADA and Title VI regulations.
• Administrative & Technical Support: Prepare reports, documents, and other written materials, ensuring accuracy and compliance with established policies. Track and log key information, monitor project progress, and maintain organized records to support department operations.
• Event & Meeting Coordination: Plan and arrange logistics for meetings, presentations, and events by scheduling rooms, organizing materials, and ensuring all details are in place.
• Process Management & Compliance: Review incoming requests, determine necessary actions, and ensure proper documentation. Process transactions, verify eligibility and compliance, and approve exceptions within the assigned scope of authority.
• General Office Responsibilities: Manage inventory of office supplies, process paperwork, schedule appointments, take meeting minutes, and assist with routine administrative tasks to support smooth day-to-day operations.

Qualifications

• 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.
• Ability to operate a PC and printer; proficiency in Microsoft Office (Excel, Word, PowerPoint), CivicRec registration software, and other software solutions.
• Knowledge of general office practices, standard office equipment, and business English sufficient to write and edit business materials.
• Strong communication skills (both oral and written) and the ability to deliver on-the-job training to lower-level employees as needed.
• Ability to manage large volumes of work with shifting priorities and maintain effective working relationships.
• Keyboarding proficiency and the ability to keep abreast of changes in policies, programs, procedures, standards, and regulations applicable to the work unit.

Skills

• Technical proficiency with spreadsheets, data tracking, and software applications.
• Customer service excellence with a friendly, welcoming demeanor.
• Attention to detail and strong organizational skills.
• Problem-solving and adaptability in a dynamic environment.
• Ability to work independently and exercise judgment within established policies and procedures.

Schedule

• Monday – Friday: 8:00 AM – 5:00 PM.
• One regular evening shift per week: 12:00 PM – 9:00 PM.
• Schedule may change to accommodate staffing coverage needs.
• Work at least one evening per quarter for special events.
• Work on July 4th on a rotating basis.

Physical Demands

• Work involves walking, talking, hearing, using hands to handle objects/tools, and reaching with hands and arms.
• Vision abilities include close vision and the ability to adjust focus.
• May be required to push, pull, lift, and/or carry up to 40 pounds.
• Noise level in the work environment is usually moderate to moderately noisy.
• Involves setting up, taking down, and decorating for large special events.
• May assist individuals with mobility needs, such as pushing wheelchairs.

Supervision

This position is supervised by the Community Services Supervisor at Highland Community Center. The role requires independent judgment and initiative in selecting work methods and determining courses of action. Decisions are typically made within the context of existing policies, but unclear or unprecedented situations are discussed with the supervisor before action is taken.