CARES Administrative Assistant

Come Join the City of Bellevue! New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market. Job 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. Essential Duties and Responsibilities 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 tea…

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