Administrative Assistant - Northwest Art Center

New hires typically receive compensation between minimum and midpoint of the salary range, with potential to go slightly higher based on experience, internal equity, and market.

About the role

The City of Bellevue is seeking an Administrative Assistant for the Northwest Arts Center (NWAC), a 2 1/2-acre park site located between the Northtown and Clyde Hill residential neighborhoods. The 3,880 square-foot community center features multi-purpose rooms and art studios for classes, rentals, community events, meetings, and celebrations. NWAC specializes in art-focused programming, introducing students of all ages to traditional fine arts, innovative multimedia art studies, fitness, dance, and movement.

The ideal candidate is mature, trustworthy, detail-oriented, and enjoys working both independently and as part of a team in a multifunctional environment. This role requires a mix of customer service, administrative expertise, and technical know-how to ensure programs, facility rentals, and recreation services are accessible, efficient, and well-coordinated. This position reports directly to the NWAC Manager and is not eligible for remote work.

Schedule

Work hours are primarily 8:30 am – 5 pm, Monday – Friday, with the following additional requirements:

• One evening shift per week
• Occasional weekend support
• One evening per quarter for special events
• Annual work on the 4th of July

Work schedule may change with evolving business needs.

Responsibilities

Customer Service & Front Office Support

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

Facility Rentals, Programs, & Event Support

• Coordinate facility rentals and bookings, including responding to inquiries, scheduling, conducting site visits, managing permits, processing payments, and communicating policies.
• Maintain facility activity calendars and ensure 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.
• Support the production of community events such as Monster Mash Halloween Bash, Argosy Holiday Ships, Spring into Art, and Chalk Art Fest.
• Assist in planning and leading the City of Bellevue’s annual 4th of July celebration, including administrative preparation and day-of execution.

Administrative, Financial, & Records Support

• Provide intermediate to advanced administrative support, relieving professional staff of technical and operational details.
• Organize tasks, prioritize workload, and meet deadlines in a fast-paced environment.
• Manage records retention, document inventories, and SharePoint files, ensuring compliance with applicable policies and procedures.
• 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.

Communication, Marketing, & Technology

• Manage and update 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, troubleshooting issues and providing guidance to customers.
• Coordinate or act as a liaison between departments to facilitate problem resolution.

Operational Support

• Plan and coordinate meetings, tours, and presentations; prepare agendas, materials, and distribute minutes.
• Perform general office tasks such as ordering supplies, filing, scanning, copying, distributing correspondence, screening calls/visitors, and maintaining calendars.
• Assist with cleaning office and facility spaces as assigned, and track/order equipment and supplies.
• Adhere to safety protocols and standards at all times.
• Supervise, schedule, train, and support facility monitors, volunteers, and program participants as assigned.

Requirements

• 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 in 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 driver’s license by the date of hire.

Qualifications

Knowledge, Skills, Abilities, and Competencies

• Friendly, patient, supportive, and respectful demeanor with a strong work ethic and attention to detail.
• Professional event planning experience.
• Knowledge of the arts is beneficial.
• Willingness to work with and lead children.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, Publisher, Teams, Forms, and SharePoint.
• Experience with CivicRec or other registration database software.
• Strong verbal and written communication skills, with frequent public-facing interactions.
• Commitment to ongoing learning in diversity, equity, and inclusion, and applying these principles in your work.
• Ability to operate a city vehicle to support multiple facilities, transport supplies, and events.

Physical Demands and Work Environment

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