Administrative Assistant

The Client Services Division in the Finance & Asset Management Department is looking for a highly motivated, detailed oriented, customer-focused Administrative Assistant to join our team. This position works as part of a team providing frontline services to the public and city employees at Bellevue City Hall from a public service desk. Interactions are in person, over the phone, through e-mail, and online. Technical proficiency and strong customer services skills are required given the extensive use of multiple software applications to carry out duties to a diverse customer base. Ideal candidate will be proficent in JDE, Maximo, Power Apps, and Power BI. 

Bellevue is a dynamic, international, and multicultural, future-focused, diversity driven, high performing City. Our Council vision is: "Bellevue welcomes the world, our diversity is our strength." With over 100 languages spoken in Bellevue, coordinators provide exceptional service to all residents and customers with the use of language interpretation services. We value all employees and their contributions. The City invests in its employees and encourages and rewards employee growth and development by building on our commonalities and our differences. Bellevue is noted for its diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. We work collectively to make it a place where you want to work, live and play.

• Provides a variety of frontline services to the general public and city employees; responds to service requests and inquiries on a wide range of topics in-person, by phone, and online. 

• Maintains the integrity of logs, databases, and systems that capture relevant data; audits databases and systems to ensure records are current, accurate and complete. 

• Receives, logs, secures, and routes documents, records, and other materials that flow between customers, legal entities, and city employees. 
• Provides administrative support services to divisions in the Finance & Asset Management Department including, but not limited to, document processing, mailings, filing, special event planning & coordination, etc.
• Assists with documentation and amendment of division procedures and resources; adapts guidelines and policies to varied situations while maintaining consistency when interpreting unclear guidelines or policies. 

• Processes invoices, ensuring timely processing for payment and that correct account numbers and work orders are charged.
• Distributes timekeeping/employee labor reports for supervisors to review and approve; makes corrections as needed; maintains site where reports are posted. 
• Makes purchases for goods, services, and training registrations; reconciles expenditures; confirms purchasing policies are followed; enters appropriate account information in banking system; obtains required approvals and furnishes necessary purchase documentation.
• Assists with coordination necessary to respond to public records requests.

• May function in a "lead" role with regard to ongoing work, special project, or team-oriented assignments.
• May lead or direct the work of other support staff, temporary staff, vendors or contractors when deemed appropriate.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

• Considerable knowledge of customer service principles and techniques using a variety of methods (face-to-face, telephone, and online experience required). 
• Flexibility in performing tasks in an ever-changing environment and in varied locations within the building. 
• Ability to apply critical thinking to evaluate tasks in support of process improvements and innovation
• Ability to provide exceptional service using sound analytical and decision-making skills and to creatively problem-solve more complex issues. 

EDUCATION & EXPERIENCE REQUIREMENTS

• Graduation from high school or a GED equivalent. 
• Two or more years of progressively responsible related experience providing advanced administrative support and/or providing direct frontline service to customers; experience handling difficult and varied customer issues preferred. 
• Experience in a service delivery environment where it is necessary to display a positive attitude, friendly demeanor, and follow through on commitments to customers. 
• Experience writing procedures and providing training is preferred. 
• Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

KEY COMPETENCIES

Customer Focus: Builds strong customer relationships and delivering customer-centric solutions. 

Instills Trust: Gains the confidence and trust of others through honesty, integrity and authenticity. 

Communicates Effectively: Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. 

Cultivates Innovation: Creates new and better ways for the organization to be successful.

Action Oriented: Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm. 

Decision Quality: Makes good and timely decisions that keep the organization moving forward. 

Nimble Learning: Actively learns through experimentation when tackling new problems, using both successes and failures as learning fodder. 

Manages Complexity: Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. 

Plans and Aligns: Plans and prioritizes work to meet commitments aligned with organizational goals.

WORK ENVIRONMENT AND 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 extensive computer use and sitting or standing for extended periods of time. 
• Work involves walking, standing, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms.
• Must be able to physically push, pull, lift, and/or carry up to 30 pounds. 
• The noise level in the work environment ranges from moderate to loud and there are frequent competing noises. 
• The work environment is exposed to natural light which can be bright or dark depending on the outside weather conditions.

• Vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, ability to see color, and the ability to adjust focus.