Bellevue, Washington
Administrative Assistant at Kelsey Creek Farm
Bellevue, Washington, Bellevue, Washington, us, 98009
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 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. 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. 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.
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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 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. 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. 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.
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