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Senior Administrative Assistant Senior Administrative Assistant

City of Bellevue

Come Join the City of Bellevue!

Please fill out your application as fully as possible. The City evaluates candidates based on the information provided in the online application only. Do not submit resumes and cover letters. Read the "Hiring Process" section below to learn more.

Job Summary

The City of Bellevue Development Services Department is seeking a self-motivated senior administrative assistant to support department leadership functions. At the City of Bellevue, you will be part of a team committed to providing exceptional internal/external customer support. The Development Services Department provides land use and building development permit review and inspection services in Bellevue and the surrounding areas.

The City of Bellevue is a dynamic, multicultural, future-focused, high performing City. We offer a robust benefits package and eco-friendly work, and state-of-the-art technology. The City invests in its employees and rewards employees' growth and development. Bellevue is noted for its diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. If you are a collaborative problem solver who focuses on delivering exceptional customer service, apply today and join the Development Servies team!

Essential Duties and Responsibilities

  • Support department Director day-to-day activities, including calendar and meeting management, email support, document organization and management, etc.
  • Gathers, compiles, and interprets data and information to prepare presentations and other forms of communications used in department leadership forums.
  • Provide administrative support to the Bellevue Development Committee (BDC), including meeting planning and coordination: venue scheduling, preparing meeting agenda and supporting documents, etc.
  • Track and follow-up on City Council, BDC, and customer communications, including coordinating with department liaisons on follow-through requests and solutions as appropriate.
  • Provide administrative support to the Development Services leadership team, (Permit Services Oversight Committee (PSOC)), including scheduling, preparing meeting agendas and supporting documents, meeting notes, etc.
  • Act as liaison and coordinate between the Director’s Office and other Development Services divisions and City departments.
  • Build effective working relationships with key administrative staff in City Manager’s Office, City Clerk's office and other city departments.
  • Work collaboratively with department’s other admin staff and City’s admin staff.
  • Establish, maintain, and update files, records, accounts, and other information, as needed, to support and document functional operations and activities.
  • Assist with procurement functions related to the Director’s Office, including managing contracts/agreements and monitoring compliance with applicable terms and provisions in coordination with City Procurement Office.
  • Plan, arrange, and coordinate special meetings, occasions, operations, presentations, or other group events.
  • Coordinate and book travel for Director and Assistant Directors when needed.
  • Assume administrative responsibility for specific projects, customer communications either conducted independently, or with the assistance of department leadership.
  • Provide support/backup to the Development Services Department Administrative Team.

Qualifications

Knowledge, Skills, and Abilities

  • Know how to identify and add capacity to leadership teams through support services.
  • Act independently and know when to refer situations to higher level authority.
  • Prepare cost projection and monitor/control budgetary compliance.
  • Understand and apply contract terms and provisions.
  • Prepare and deliver small-scale group presentations.
  • Provide exceptional customer service, both internally and externally.
  • Able to interpret records, maps, and drawings.
  • Possess excellent verbal, listening, and interpersonal communication skills.
  • Knowledge of business, terminology, and key messages consistent with City publications, products, and image.
  • Must be able to occasionally work overtime and respond to emergency events 24/7.
  • Adept at working independently as well as collaboratively as part of a high-functioning team.
  • Ability to multi-task, handle frequent interruptions, maintain focus, and meet deadlines.
  • Ability to proactively seek out information and solutions, plus keep current on new and changing information and technology.
  • Maintain an organized, accurate and flexible workload in order to accommodate changing priorities.
  • Work efficiently and effectively in all Microsoft suite programs (i.e., Excel, Word, PowerPoint, SharePoint, OneNote, Visio, MS Teams, etc.).

Education, Experience, and Other Requirements

  • Graduation from a two-year or four-year college or university with major coursework in a discipline related to the duties of the position.
  • Two years of professional related experience as an assistant to a director or senior level staff member(s).
  • Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

Supplemental Information

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 walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. 
  • Vision abilities required by this job include close vision and the ability to adjust focus.
  • The employee may be required to push, pull, lift, and/or carry up to 20 pounds.
  • The noise level in the work environment is usually moderately quiet.

HIRING PROCESS

The City evaluates candidates based on the information provided in the online application only. Do not submit resumes and cover letters. To evaluate all candidates fairly and equitably, the City will make all applicants anonymous when we are screening the applications. We will redact information from our application such as your name, address, and other demographics. To help us, please complete the online application form as fully as possible.

  • Answer the Questions when requested and can be found on the Questions tab of the Job posting.
  • We do not accept resumes and cover letters during the anonymous application screening stage, unless otherwise stated in the job description.
  • Applicants advancing to the next stage may be required to provide a cover letter, resume, writing sample, and references.

CONDITIONS OF EMPLOYMENT

  • All candidates will be required to establish employment authorization and identity at the time of hire. The City is not able to sponsor work visas.
  • All positions the completion of references checks, including at least one prior supervisor.
  • Some positions may require completion of a criminal background check prior to start employment
  • Some positions may require obtaining a commercial driver's license (CDL), licensures, or additional certifications. 

The City of Bellevue values diversity in its workforce and is an Equal Opportunity Employer that does not unlawfully discriminate on the basis of race, sex, age, color, sexual orientation, gender identity, religion, national origin, marital status, genetic information, veteran's status, disability, or any other basis prohibited by federal, state or local laws.

At the City of Bellevue, you'll be part of a team committed to providing exceptional customer service, upholding the public interest and advancing the community vision. The five essential and enduring principles that guide our individual actions, our interactions, and our decision making in the City of Bellevue organization is: exceptional public service, stewardship, committee to employees, integrity, and innovation. You'll work in an environment that is innovative, collaborative, future focused, and committed to excellence. Bellevue welcomes the world. Our diversity is our strength. We embrace the future while respecting our past. It's what makes the City of Bellevue an exciting place to work, live, and explore.

Have we piqued your interest yet? Come join our team! The City of Bellevue supports workplace diversity. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, marital status, national origin, genetic information, disability, age, veteran status, or any other protected status. Persons needing assistance with the application process may call the Human Resources Office at 425-452-6838 or bellevuehr@bellevuewa.gov. If you are invited to participate in the selection process and need ADA accommodations, please notify HR before you are scheduled for an interview or testing. 

The City of Bellevue participates in the E-Verify program. Learn more about the E-Verify program.

https://www.e-verify.gov/sites/default/files/IER_RightToWorkPoster.pdf (Download PDF reader)

https://www.e-verify.gov/sites/default/files/everify/posters/IER_RighttoWorkPosterES.pdf (Download PDF reader)

For any technical difficulties with your application, please contact the NEOGOV support line at 855-524-5627.

  • Please be sure to check your junk folder for any messages that may be sent to you about this recruitment.**

The City of Bellevue offers employees a comprehensive benefits package providing choice, flexibility, and value!

Please Note: Seasonal, part-time, and variable employees are not eligible for the below benefits except for mandatory participation in the retirement plan assigned to the position, which will be the Municipal Employees Benefit Trust (MEBT 2) retirement plan or the Washington State Public Employees Retirement System (PERS) retirement plan and any other benefits as required by law. 

The following summary applies to fully benefited positions:

Medical

Employees are offered a choice of medical coverage through the City's self-insured Preferred Provider Organization (PPO) plan or Kaiser Permanente (HMO).

Dental

Employees are offered a choice of two dental carriers with plans that offer regular checkups, x-rays, fillings, and crowns. Orthodontia is available through one of the carriers.

Vision

Employees are offered a choice of vision coverage through an annual exam-only plan or a buy-up plan which includes an annual eye exam and hardware coverage.

Retirement Plans - Employees are offered three retirement plans:

  • Washington State Department of Retirement Systems (DRS): Mandatory participation (PERS, LEOFF or PSERS), depending upon eligibility. 
  • City of Bellevue Municipal Employee's Benefit Trust (MEBT): Optional participation in this 401(k) retirement savings plan with employer match contributions that vest on a 3-year schedule. 
  • Deferred Compensation Program (457 DCP): Optional participation in the supplemental Deferred Compensation Program also administered by DRS that allows tax-deferred savings into a variety of investments options.

Other benefits include:

More detailed information about our employee benefits is available at https://c2mb.ajg.com/cityofbellevue

  • Flexible Spending Accounts (FSAs) 
  • Life/Accidental Death and Dismemberment (AD&D) Insurance 
  • Long Term Disability (LTD)
  • Survivor Income
  • Employee Assistance Program (EAP) 
  • 11 observed holidays per year plus 2 additional personal holidays, vacation (standard accrual of 12 days a year), and sick leave (accumulated at the rate of one day per month)
  • An ORCA Card bus pass
  • On-site fitness center, and self service food/coffee options
  • Career development and training programs
  • Tuition Reimbursement Program
  • Employee Resource Groups (ERGs)

Paydays - The City of Bellevue pays employees on the 8th and the 23rd of each month (24 pay periods per year).

Please note that the City does not participate in the Social Security Administration (SSA) program, and employees do not earn social security credits. The mandatory DRS retirement pension plan provides the required social security replacement plan. Any social security benefits earned at other places of employment may be reduced because they are subject to the Windfall Elimination Provision or the Government Pension Offset.

NOTE: This is a brief summary of the benefit programs for the City's non-represented employees. Every effort has been made to ensure its accuracy. Benefits for employees represented by a collective bargaining agreement (CBA) may have different benefits. If any information on this document conflicts with the provisions of a CBA, the CBA prevails. Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.

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Confirmed 19 hours ago. Posted 6 days ago.

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