Administrative Assistant (LTE)

The Client Services section in the Finance & Asset Management Department is seeking a highly motivated, detail-oriented, and customer-focused administrative assistant to join our team. Administrative Assistants provide frontline service to employees and the public across multiple channels, including in person, by phone, email, and online. This position serves as the City’s primary Employee Transportation Services & Parking Coordinator, overseeing employee commuting and parking programs at major worksites in alignment with State Commute Trip Reduction (CTR) requirements. Key responsibilities include supporting approximately 1,500 employees, promoting alternative commute options, and implementing activities that help the City achieve and exceed commute-reduction goals.

The position also supports the City’s Event Program by coordinating meetings and events and providing day-of onsite support. Additional responsibilities include administering secure facility access, issuing badges, and assisting with new employee orientation. The role requires strong technical proficiency and customer service skills to manage multiple software systems, create performance dashboards, maintain complex logs, and evaluate program results.

• Provide frontline customer service to employees and the public, responding to inquiries and service requests in person, by phone, and online.
• Perform general administrative and office support functions, including managing office supplies, preparing documents, handling inter-departmental correspondence, and coordinating travel and related arrangements.
• Maintain and update section documentation such as procedures, job aids, and online resources.
• Interpret and apply guidelines and policies consistently, adapting them to varied or unclear situations.
• Plan, develop, and execute CTR commute-choice marketing, promotions, and employee advisement to meet performance targets and reduce single-occupancy vehicle use.
• Plan and coordinate small to large events, community activities, press conferences, and photo shoots, ensuring scheduling compatibility across meeting and event spaces.
• Ensure compliance with fire, occupancy, security, and liquor control codes and event guidelines; serve as day-of event coordinator with minimal supervision.
• Collaborate, convene, and facilitate teams to advance project, program, and section goals and improve outcomes.
• Develop and deliver in-person training and presentations for audiences of various sizes.
• Review and maintain program documentation; create, monitor, and audit reports.
• Use PowerBI, Excel, and other software to track, analyze, and evaluate trends; identify options to influence outcomes.
• Maintain accuracy and integrity of logs, databases, and data systems; audit records for completeness and correctness.
• Coordinate facility access control systems, including issuing security badges, assigning access, maintaining system architecture, and generating reports.
• Process payment transactions, research and correct discrepancies, manage deposits and cash drawers, reconcile accounts, and resolve out-of-balance issues.
• Coordinate contracts with internal stakeholders and vendors, including routing payments and providing feedback on scope and deliverables.
• Ensure customer compliance with program guidelines, including tracking, monitoring, and issuing warnings
• Lead or oversee the work of support staff, temporary staff, vendors, or contractors as appropriate.
• Perform other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong communication skills, including clear written and verbal communication, effective editing of business materials, and the ability to use translation tools to support diverse customers.
• Solid customer service expertise, including managing sensitive interactions, de-escalation techniques, and delivering high-quality service across in-person, phone, and online channels.
• Demonstrated analytical, critical-thinking, and problem-solving abilities to address complex issues and improve processes.
• Flexibility and adaptability in a dynamic work environment, including shifting priorities and working in varied locations.
• Ability to efficiently navigate, organize, and utilize a high volume of resources to identify accurate solutions for customers.
• Proficiency with Microsoft Office and the ability to learn and apply additional business software applications.
• Knowledge of Commute Trip Reduction (CTR) laws and requirements preferred.

EDUCATION & EXPERIENCE

• Graduation from high school or a GED equivalent.  
• Four or more years of progressively responsible related experience providing complex administrative support.
• Experience in a relevant service delivery environment where it is necessary to work with customers face to face, on the phone and digitally with a high degree of autonomy and ownership.   
• Building and maintaining positive and productive working relationships with customers. 
• Experience writing procedures and providing training is preferred. 
• SharePoint Designer and PowerBI dashboard creator experience preferred.
• Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

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 weather conditions outside.

• Work is performed at Bellevue City Hall in an open, shared workspace environment. 

• 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.

• Must be able to hear, speak, and understand verbal communications and other outside sound sources.