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Administrative Assistant - City of Bellevue ( Job # 13-0043)

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Minimum Salary: $3,992.20 per month
Maximum Salary: $5,507.62 per month
Employment Type: Full Time
Department: Parks & Community Services
Closes: April 24, 2013 at 5:00 PM
(Open to current employees and the general public.)

Summary

The position will provide administrative support in the daily operations of the North and South Bellevue Community Centers. The Centers are operated by the City of Bellevue, Parks & Community Services Department.  The schedules will be mutually determined by the center managers.

 

North Bellevue Community Center (NBCC) programs and services focus on adults of all ages and provide a comprehensive array of offerings including cultural and performing arts, educational classes/workshops, sports and fitness, trips and tours and drop in activities.   Human Services for older adults are also provided and in some cases involve partnerships with other agencies.  These services include but are not limited to the Community Dining program, Meals on Wheels, foot care and wellness services, information and referral, tax preparation assistance, insurance counseling, ESL, transportation and housing information.  In addition to extensive community rental space, the North center has been adding programs and services for families and children of all ages.   The facility creates energy and a sense of community through effective use of the program space, both indoors and outdoors.

 

South Bellevue Community Center (SBCC) is operated in partnership with Boys and Girls Club of Bellevue (BGCB).  Programs and activities focus on active lifestyles, health and wellness.  SBCC is a place where people can meet, enjoy, and make improvements in how they live.  SBCC features a double gym, fitness/wellness center, dance studio, climbing wall, challenge course and community space for rentals.  At peak times, SBCC is a busy facility with a variety of activities occurring simultaneously.



Responsibilities/Essential Duties

This position is responsible for providing intermediate to advanced administrative support wherein technical knowledge of the function is a prerequisite and job duties are quasi-professional rather than clerical in nature. Incumbents are proficient in nearly all aspects of the work and may function in a "lead" role with regard to ongoing work or special project- or team-oriented assignments. The work has less to do with general office duties than with assisting in the operation or administration of a specific function/system/program by relieving professional staff of technical detail.

This classification excludes positions where the nature of the work is predominantly secretarial, general office, accounting, or production/processing.

In addition to the above, this position will:

  • Have experience working with a diverse population.
  • PC usage is frequent, and an incumbent must possess considerable knowledge and experience in the application/operation of software programs that go beyond basic word processing. Work may involve viewing, entering, editing, formatting, revising, printing, processing, and distributing information; planning, creating and producing a variety of written materials such as forms, correspondence, manuals, contracts, agreements, articles, lists, invoices, charts, matrices, reports, records, schedules, templates, models, and other documents of similar complexity.
  • Coordinates, documents, and tracks pertinent data to meet the information and reporting needs of the center; evaluates reporting/recordkeeping requirements and recommends best means of tracking data; gathers data and calculates information for the department; reviews variety of statistical information to identify trends, and quantify results; reviews for compliance with applicable regulatory requirements.
  • Assists with customer facility rentals specific to both the North and South Bellevue Community Centers.  Works with the team of full time staff to logistically schedule programs and events related to internal functions / programs of the centers.  Supports the goals of the existing department-wide Facility Rental Team.
  • Gathers and compiles data from a wide variety of sources; determines most appropriate information source and researches records to locate specific information; fills out forms according to established instructions.
  • Provides Customer Service- answering questions, providing program registration guidance, troubleshooting and following up with customers in resolving problems; coordinates as required to facilitate problem resolution.
  • Coordinates with others inside and outside the organization; determines need and requests forms and other materials from public and/or private entities for documentation or processing purposes.
  • Assumes administrative responsibility for a specific project, either conducted independently or with the assistance of lower-level employees; identifies resource needs and may develop action plan; may set up plans and procedures for achieving objectives and providing leadership to work teams as assigned.
  • Authors/customizes/revises communication materials to fit a particular individual, situation or activity; researches, assembles and disseminates function-related materials and documentation as required; searches records to locate specific information; checks materials for accuracy, completeness and/or procedural compliance.
  • Develops, updates, and retrieves data from new/existing spreadsheet models, database programs/files and/or other automated/manual sources; establishes, maintains, and updates files, records, accounts, and other information as needed to support and document functional operations and activities.
  • Plans, arranges, and coordinates specific meetings, occasions, operations, presentations, conferences, or other group events; anticipates needs, puts together the necessary components, combines various elements and ensures readiness in advance of the activity.
  • Logs information into manual or automated systems; tracks and monitors progress and/or disposition of requests, actions, files, documents, programs, etc.; sets up and maintains follow-up files and suspense systems as necessary.
  • Processes transactions involving multiple steps and the application of varied, complex and/or ambiguous guidelines; may determine eligibility and/or compliance; approves exceptions within assigned scope of authority.
  • Prepares, maintains and updates system data and produces reports; reviews data for accuracy and completeness of data input/output; recognizes and defines problems in the report data; maintains and reconciles varied account data; researches questionable entries and initiates corrective measures; resolves out-of-balance conditions.
  • Responsible for monitoring/ordering standard office supplies; collating and assembling documents; accepting and delivering inter-department correspondence, photo copying/faxing correspondence and reports; attend meetings and take/distribute minutes; scheduling appointments and maintaining calendar; screening calls/visitors.
  • Responsibility may include specific project implementation and/or special event planning and assistance. Assistance with the set-up and break-down of the Centers scheduled activities as well as identifying the resources or supplies needed for these activities or programs. While most activities will be centered around the North & South Bellevue Community Centers, some may focus on Citywide implementation.

 

Supervision Received and Exercised

  • Works under the general supervision of the Program Manager.
  • May lead or direct the work of other support staff and/or temporary staff, as assigned. This usually involves scheduling or reviewing work, providing on-the-job training and input with respect to the hiring or performance management process.

 

Education and Experience Requirements

  • High school diploma or equivalent, and four years of progressively responsible related work experience.
  • Any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

 

Qualifications

Office Machines & Technology:

  • Computer, printer, adding machine/calculator, photocopier, fax machine, scanner

Software:

  • Application software: Windows, CLASS registration and facility booking, Microsoft Office: Outlook, Excel, Word, PowerPoint, Publisher; etc.

Scope, Complexity & Judgment:

  • Uses judgment and initiative in selecting the most effective work methods/tools and determining a proper course of action or how best to produce a desired outcome/result. Answers to problems may not always be readily available or apparent, requiring searching out precedent or historical practice. Where work is accomplished through PC operation, projects involve the application of advanced program functionality requiring in-depth understanding of technical capabilities and practical methodologies.

Decision Making:

  • Opportunity to exercise independent judgment in decision-making within the context of existing policies, procedures and precedents. Decisions are made between a range of choices but situations are typically recurring or similar. Decisions involving the interpretation of unclear guidelines or major departure from existing standards or procedures are discussed with the supervisor before action is taken.

Knowledge:

  • General office practices.
  • Operation of standard office equipment, including PC or computer terminal, and software applications as required by specific job duties.
  • Business English and grammar sufficient to write and edit business materials.
  • Sources and availability of information relevant to department

Abilities:

  • Understand and apply oral and written instructions to produce a desired result.
  • Identify and articulate non-compliance with standards and procedures.
  • Communicate effectively (both orally and in writing).
  • Deliver on-the-job training to lower-level employees as needed.
  • Demonstrate keyboarding proficiency as required by specific job duties.
  • Demonstrate acceptable proficiency in the use of specific software applications as required by specific job duties.
  • Keep abreast of changes in policies, programs, procedures, standards and regulations applicable to the work unit.
  • Establish and maintain effective working relationships as required by specific job duties.
  • Ability to work cooperatively and collaboratively with partnership organizations.

 

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.
  • Employee may be required to push, pull, lift, and/or carry up to 20 pounds.
  • Noise level in the work environment can be moderate to high depending upon the time of day and the program level and type.
  • May need to work a varied schedule depending on the program demands of the center. The work schedule will typically be during normal business hours, however it may include early mornings, closing shift and / or weekends.

 

Other

This is a regular, non-exempt, full-time, non-union position.

 

Scheduled Hours:

Tuesdays/Thursdays 8:00am - 5:00pm at NBCC

Wednesdays 9:00am - 3:45pm at SBCC

Fridays 5:45am – 2:45pm at SBCC

Saturdays 7:45am – 5:00pm at SBCC

 

How to Apply

Click "Apply Now" to complete the application for this position.  For further information about the job, please contact Brad Bennett, South Bellevue Community Center, via email at bbennett@bellevuewa.gov or at 425.452.2813 or Cathy VonWald, North Bellevue Community Center, via email at cvonwald@bellevuewa.gov or at 425.452.7681.  If you need technical assistance with the online application, please contact our IT helpdesk at 425.452.4340.

 

Payroll Title: Administrative Assistant     Position ID#: 1175


Location
South Bellevue Community Center
14509 SE NewPort Way
Bellevue, WA 98006