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City of Bellevue, Washington · 2 days ago

Administrative Assistant at Kelsey Creek Farm

Greater Seattle Area

Full-time

Onsite

Mid Level

4+ years exp

The City of Bellevue is seeking an Administrative Assistant for Kelsey Creek Farm Park, a historic educational farm. The role involves providing exceptional customer service, coordinating rentals and events, and supporting the daily operations of the park.

Government

No H1B

Responsibilities

Serve as a primary point of contact for visitors, renters, contractors, and program participants, representing the City of Bellevue in a positive, professional, and welcoming manner

Answer and route incoming calls, respond to inquiries, register participants, collect fees, and provide information regarding park programs, rentals, policies, and procedures

Navigate challenging customer interactions with confidence and professionalism while upholding City policies in a solution-oriented manner

Coordinate facility rentals and bookings including responding to inquiries, scheduling, conducting site visits, permits, payments, and policy communication

Assist with planning, coordination, and on-site support for special events, programs, meetings, and large gatherings

Maintain facility activity calendars and support accurate scheduling across programs, rentals, and farm operations

Provide intermediate to advanced administrative support to the farm team, relieving professional staff of technical and operational detail

Manage records retention, document inventories, and SharePoint files, remain current on applicable policies and procedures

Process daily cash handling, track revenues and expenditures, submit payments, assist with contract creation and management, and maintain accountability of funds

Prepare, review, reconcile, and maintain system data, financial records, spreadsheets, and reports, identify discrepancies and initiate corrective actions

Assist with managing and updating the Kelsey Creek Farm website, including content updates and routine link checks

Author, edit, and format marketing materials, seasonal brochures, flyers, and internal communications

Research, collect, interpret, and calculate data from multiple sources to support planning, reporting, and compliance requirements

Serve as the on-site subject matter expert for registration and payment systems. Identify problems in registration and payment processing system, provide resolutions, answer questions, provide guidance, troubleshoot, and follow up with customers in resolving problems. May coordinate or act as liaison between functions/departments as required to facilitate problem resolution

Plan and coordinate meetings, tours, and presentations, prepare agendas and materials, and attend meetings to take and distribute minutes

Perform general office and administrative tasks including ordering supplies, filing, scanning, copying, distributing correspondence, screening calls/visitors, and maintaining calendars

Assist with cleaning office and facility spaces as assigned and track equipment and supplies

Adhere to safety protocols and standards at all times

Qualification

Customer ServiceMicrosoft Office SuiteOrganizational SkillsCivicRec SoftwareCash HandlingCommunication SkillsTeam CollaborationAdaptabilityAttention to Detail

Required

Friendly, patient, supportive, and respectful approach when working with people of all ages, cultures, and backgrounds

Demonstrated commitment to ongoing learning of diversity, equity, and inclusion principles and implementation of these principles in your work

Strong organizational skills with the ability to multitask, prioritize work, and meet deadlines in a busy environment with frequent interruptions

Ability to work independently using sound judgement while also collaborating effectively as part of a team

Proficiency with Windows-based software including Microsoft Outlook, Word, Excel, PowerPoint, Teams, Forms, SharePoint, and database systems

Ability to handle cash, checks, and credit card transactions with accuracy and accountability

Clear and effective verbal and written communication skills

Ability to establish and maintain effective working relationships with internal staff, contractors, vendors, and the public

High school diploma or equivalent and four years of progressively responsible related work experience

Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities

Preferred

Experience with CivicRec or similar registration and payment software is preferred

Administrative and customer service experience working for a parks and community services department of a government agency or closely related field is preferred