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Job Summary
Bellevue Utilities is a future-focused, agile, and knowledgeable organization providing valued, sustainable services to the community, for current and future generations. Our mission is to actively support public health and safety, quality neighborhoods, a healthy and sustainable environment, and economy by effectively managing drinking water, wastewater, storm and surface water, and solid waste.
At the City of Bellevue, you'll be part of a team committed to providing exceptional customer service, upholding the public interest and being a part of the community vision. Our people bring unique skills and qualities to the table, embrace the values of honesty, accountability, and commitment to service, and take pride in the work they do. You'll work in an environment where being innovative, collaborative, and future-focused are the status quo. Bellevue welcomes the world. Our diversity is our strength. It's what makes The City of Bellevue an exciting place to work, live, and explore.
We have an exciting opportunity for you as an Administrative Assistant. The Administrative Assistant is responsible for providing intermediate to advanced administrative support to our stakeholders and will provide a high level of customer service, administrative and account support for the Utilities. Within the Utilities Department you will be a part of a dynamic team providing administrative support to the Operations & Maintenance Division, Engineering Division, Resource Management & Customer Service Division, and the Director's Office.
Core work hours are typically 8 hours per day, five days per week, in the timeframe of 7:00am to 5:00 pm. Some options exist for an alternate schedule. Following onboarding and training, hybrid work may be available after ~3 months of proven job performance.
Essential Duties and Responsibilities
- Provides intermediate to advanced administrative support for Utilities staff.
- Assists Utilities' customers with problem identification, research, and resolution.
- Creates service requests and work orders, and dispatches/assigns emergency work requests to appropriate staff.
- May assist in daily coordination with utilities inspectors to set up and contact developers or contractors with daily inspection schedules.
- Collaborates with subject matter experts to provide reliable and effective records management.
- Coordinates and performs accurate purchasing and accounts payable functions.
- Prepares and submits daily labor reporting and payroll information.
- Posts and edits information on the City's website.
- Purchases supplies and reconciles division credit card purchases, ensuring City and department guidelines are followed and appropriate approvals are obtained.
- Registers staff for training classes, seminars, and conferences.
- Actively participates in department initiatives and teams.
- Plans, arranges, and coordinates specific meetings, interviews, or other group events.
- Gathers and compiles data from a wide variety of sources (e.g., Mapshot, CIS, Maximo, SharePoint, GIS); locates specific information and completes forms according to established instructions.
- Assists with public records requests.
- Collaborates with others inside and outside the organization as necessary to deliver service, recommend process improvements, and create efficiencies.
- Performs general office/administrative tasks such as monitoring supplies; assembling documents; relaying inter-department correspondence, use of office technology; taking/distributing minutes; scheduling appointments and maintaining calendars; screening calls/visitors; making travel arrangements.
- Completes other tasks and responsibilities within the scope of the position description, as assigned.
Qualifications
Education & Experience Requirements
- High school diploma or equivalent, and minimum of four years of progressively responsible related work experience.
- Any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities will be considered.
- Demonstrated exceptional customer service to internal and external customers.
- Demonstrated ability to help create and be part of a cohesive, productive team of administrative staff who support a large group of field staff, supervisors, and managers to achieve the Utilities Department mission.
Additional Qualification Criteria
- Demonstrates good judgment and initiative.
- Makes informed decisions on processes to improve efficiency.
- Excellent verbal, listening, and interpersonal communication skills.
- Knowledge of business English and grammar sufficient to write and edit business materials and customer communications.
- Ability to provide customer-focused services, handle pressure, meet deadlines, and diffuse situations that may arise with utility customers from time to time.
- Ability to work independently as well as collaboratively as part of a team.
- Advanced computer skills required, including but not limited to, proficiency in Windows, MS Office Suite, (Word, Excel, Outlook, Power Point), SharePoint, internet usage, and various databases.
- General knowledge and ability to interpret records, maps, and drawings.
- Organized, accurate and flexible to accommodate changing priorities.
- MS SharePoint, Crystal Reports, JD Edwards and Maximo experience preferred.
- Must be able to occasionally work overtime and support emergency response events, sometimes requiring overtime.
- Position may work from various locations on occasion, including Bellevue Service Center and City Hall, depending on internal and external customer needs.
- Must pass a criminal background check prior to hire.
Other
For more information, contact Lynne Jacob at 425-452-7900. For technical assistance with the online application contact 855-524-5627.
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.
** Please be sure to check your junk folder for any messages that may be sent to you about this recruitment.**
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