Administrative Assistant at Kelsey Creek Farm Administrative Assistant at Kelsey Creek Farm

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.

New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

Job Summary

The City of Bellevue Parks & Community Services Department is seeking an Administrative Assistant to serve as a welcoming, organized, and dependable point of contact for Kelsey Creek Farm Park. This position plays a key role in providing exceptional customer service to the public and internal stakeholders while supporting daily operations at a busy, historic, educational farm that hosts year-round programs, facility rentals, special events, meetings, and drop-in visitors.

Kelsey Creek Farm Park is a 150-acre park located in the Wilburton neighborhood and features historic barns, livestock, gardens, public gathering spaces, and a wide range of year-round agricultural, historical, recreational, and community programming. The Administrative Assistant supports both the site and the Parks & Community Services Department by coordinating rentals and events, managing records and financial processes, assisting with marketing and communications, and delivering high-quality customer service to a diverse community.

The ideal candidate is friendly, adaptable, and detail-oriented, able to manage frequent interruptions in a fast-paced public-facing environment while maintaining accuracy and professionalism. Due to the nature of an educational farm, large special events, and high visitation levels, the position requires working outdoors as needed. Remote work is not available; this position is fully on-site.

City Council Vision Statement: Bellevue welcomes the world. Our diversity is our strength. We embrace the future while respecting our past.

Bellevue Parks & Community Services Vision: In Bellevue everyone can connect to each other and to nature through experiences that help them to live, grow, and thrive.

Bellevue Parks & Community Services Mission: We build a healthy community through an integrated system of exceptional parks, natural areas, recreation, arts and culture, and a broad base of community services.

Bellevue Parks & Community Services Equity Statement: A System of Fairness: Equity acknowledges and removes disparities in opportunities, power, and resources so that everyone can reach their full potential to thrive. Bellevue Parks & Community Services practices equity, which is the responsibility of every individual in the department. Equitable access is a right, not a privilege, and is fundamental to our mission of serving all people. Through equitable policies and practices, we cultivate ties that connect people to the fabric of our community

Essential Duties and Responsibilities

Customer Service & Front Office Support

• 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.

Facility Rentals, Programs, & Event Support

• 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.

Administrative, Financial, & Records Support

• 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.

Communication, Marketing, & Technology

• 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.

Operational Support

• 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.

Other duties as assigned.

Supervision Received and Exercised

• Exercises independent judgement in routine decision-making.
• Works under general supervision of the Community Services Supervisor.
• Exercises leadership over partially benefitted employees, volunteers, and program participants, as assigned.

Qualifications

Knowledge, abilities, skills, and requirements

• 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.
• Experience with CivicRec or similar registration and payment software is preferred.
• 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.

Education and Experience

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

Supplemental Information

Physical Demands and Work Environment

• Work involves talking, hearing, using hands to handle, feel, or operate office equipment, reaching above head with hands and arms, fine motor skills, climbing stairs, lifting, bending, stooping, crouching, walking on uneven surfaces, sitting for extended periods of time, and standing.
• Vision abilities required include near and distance vision and the ability to adjust focus.
• May be required to push, pull, lift, and/or carry up to 20 pounds.
• Work environment includes both office and outdoor farm settings; noise levels vary depending on programming and events and can range from quiet to very loud.
• Some work is performed outside and in a farm environment in varying weather conditions including temperature variation, exposure to sun, wind, rain, snow, dust, pollen, vegetation, feathers, animal fur, manure, hay, and grasses. Must be able to work outside for extended periods of time in all weather and environmental conditions.
• Frequent communication with customers.
• Early mornings, evenings, and weekends required. Work schedule will change with changing business needs.
• Must be able to work in a dynamic, public-facing environment.
• Remote work is not available. Position requires the employee to be physically on site.

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 Supplemental Questions when requested which 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 require 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.

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 six 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, Commitment to Employees, Integrity, Innovation, and Diversity, Equity & Inclusion. 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 recruiting@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: The City of Bellevue 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.

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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