CARES Administrative Assistant

About the role

Job Summary Bellevue Fire is seeking a highly organized and detail-oriented CARES Administrative Assistant to support the daily operations of the Bellevue Fire CARES (Community Advocates for Resource and Referral Services) Program. This role supports social workers, police officers and graduate students responding to community members in crisis. This role is vital to the smooth functioning of staff and student onboarding, documentation, scheduling, 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 experience. Our ideal candidate will show professional conduct, be attentive to detail, demonstrate a high degree of accuracy, handle workflows 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.

Responsibilities

• Onboarding & Compliance: Create and maintain status lists and files for students and staff. Manage student onboarding processes: interviews, applications, references, background checks and badging. Ensure compliance with required training (e.g., HIPAA, confidentiality agreements). Orient staff and student interns to city policies and systems.
• Procurement, Logistics & System Management: Support staff travel/training registration and reimbursement. Manage staff credit accounts and complete monthly reconciliations to ensure accurate and compliant financial records. Purchase and manage supplies for students and clients. Track and maintain vehicle-related supplies. Support and maintain the Bus Ticket Program. Manage CARES uniform inventory. Oversee timekeeping for admin CARES staff, including verifying hours, resolving discrepancies, and coordinating with payroll as needed.
• Communication & Departmental Coordination: Draft and edit professional correspondence, letters, memos, and reports. Coordinate and manage meeting logistics, including sending invitations and reserving meeting spaces. Educate department members on CARES initiatives. Prepare materials for fire events, quarterly meetings, and leadership or council visits. Support logistics for the CARES Division.

Requirements

High school diploma or equivalent, and four (4) years of