Job Description

Posting number: 26-00312

Department: Fire

Division: FD_Ops_EmergMedSvcs_CARES

Job classification: Administrative Assistant

Posting type: Open

Categories: Administrative Assistant, Fire & EMS

Summary

Bellevue Fire is seeking a highly organized and detail-oriented CARES Administrative Assistant to support the daily operations of the Bellevue Fire CARES (Community Advocates for Resource and Referral Services) Program. This role supports social workers, police officers and graduate students responding to community members in crisis. This role is vital to the smooth functioning of staff and student onboarding, documentation, scheduling, timekeeping and overall coordination of student and staff support services.

The ideal candidate will be proactive, adaptable, and capable of managing multiple administrative tasks in a fast-paced and mission-driven environment. We are looking for a person with administrative experience.

Our ideal candidate will show professional conduct, be attentive to detail, demonstrate a high degree of accuracy, handle workflows consistently and efficiently, meet deadlines, follow through, keep work organized and easily accessible, think independently and problem solve, work with employees and student interns at all levels of the organization, be discrete and confidential in handling job responsibilities.

Examples of duties

Onboarding & Compliance

• Create and maintain status lists and files for students and staff.
• Manage student onboarding processes: interviews, applications, references, background checks and badging.
• Ensure compliance with required training (e.g., HIPAA, confidentiality agreements).
• Orient staff and student interns to city policies and systems.

Procurement, Logistics & System Management

• Support staff travel/training registration and reimbursement.
• Manage staff credit accounts and complete monthly reconciliations to ensure accurate and compliant financial records.
• Purchase and manage supplies for students and clients.
• Track and maintain vehicle-related supplies.
• Support and maintain the Bus Ticket Program.
• Manage CARES uniform inventory.
• Oversee timekeeping for admin CARES staff, including verifying hours, resolving discrepancies, and coordinating with payroll as needed.

Communication & Departmental Coordination

• Draft and edit professional correspondence, letters, memos, and reports.
• Coordinate and manage meeting logistics, including sending invitations and reserving meeting spaces.
• Educate department members on CARES initiatives.
• Prepare materials for fire events, quarterly meetings, and leadership or council visits.
• Support logistics for the CARES Division.

The ideal candidate has:

• Exceptional organizational and task-management skills that ensure program records, schedules, and workflows are well-structured and easy to navigate.
• A strong sense of discretion and professionalism, demonstrating sensitivity to confidential information and the needs of colleagues.
• Effective people and process coordination skills, with the ability to navigate competing priorities and escalate issues appropriately.
• Consistent dependability, demonstrating follow-through and timely completion of assigned tasks to support daily operations.
• The ability to work effectively with people of diverse backgrounds, roles, and communication styles.

Qualifications

Education and Experience

• High school diploma or equivalent, and four (4) years of progressively responsible related work experience (preferred)
• Or any equivalent combination of education, experience, and training that provides the required knowledge, skills and abilities.

Knowledge, Skills and Abilities

• Ability to communicate clearly and concisely, both verbally and in writing.
• Ability to effectively handle confidential, difficult and sensitive issues by using tact, and diplomacy.
• Ability to remain effective and focused in a fast-moving, sometimes unpredictable work environment.
• Excellent interpersonal skills including the ability to build and maintain effective team relationships with co-workers, department management, and other city staff.
• Ability to anticipate, analyze, diagnose, and problem solve.
• Effective organizational skills and task management techniques. Ability to manage time, multiple projects and priorities with minimal supervision.
• Must be proficient in modern office systems and technology including personal computers and related software (at a minimum MS Word, Excel, Outlook, TEAMS and similar programs) and common office equipment.

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.

Hybrid Working:

A hybrid schedule is available for this position after a minimum 6-week orientation period. Remote work is subject to the department’s operational needs, and employees will be required to work onsite at least three days per week. These details will be reviewed with candidates during the selection process. Full-time remote work is not an option. After hire, employees must live in Washington State and within a reasonable commuting distance of Bellevue City Hall.