CARES Administrative Assistant

CARES Administrative Assistant

Salary

$68,845.30 - $94,981.02 Annually

Location

Bellevue City Hall, 450 110th Ave NE, Bellevue, WA

Job Type

Regular

Remote Employment

Flexible/Hybrid

Job Number

26-00312

Department

Fire

Division

FD_Ops_EmergMedSvcs_CARES

Opening Date

09/28/2026

Closing Date

10/4/2026 11:59 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

NONAFF

• Description
• Benefits
• Questions

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

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 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.

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 drivers license (CDL), licensures, or additional certifications.

At the City of Bellevue, youll 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. Youll 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. Its 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

https://www.e-verify.gov/sites/default/files/everify/posters/IER_RighttoWorkPosterES.pdf

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 Citys 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 Employees 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 Citys 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.

01

APPLICANT NOTICE: Your answers below will be used to review this application. The experience listed here MUST match the work history provided in your application. If your answers do not align, you may edit your application before submitting. Please note, it is not acceptable to use "See Resume" or "See Above" in your answers below and we do not accept resumes as a substitute for a completed application.

• I confirm that the information provided here is consistent with my application.
• I do not agree with the statements above.

02

The City of Bellevue operates as a hybrid workplace. Because this is a Washington State position, candidates must live within a reasonable commuting distance of City Hall. During the orientation period, this role requires full-time onsite attendance, and additional onsite time may be needed depending on departmental operational needs. After orientation, the position becomes eligible for a hybrid schedule of two remote workdays and three onsite workdays each week. Do you understand and agree to these requirements?

• Yes
• No

03

All new hires will be required to establish employment authorization and identity at the time of hire. The city is not able to sponsor work visas. Please confirm work authorization.

• Yes, I have current US work authorization.
• No, I do not have current US work authorization.

04

Please select one of the following that best describes your highest level of education.

• High School Diploma/GED equivalent
• Associates Degree
• Bachelors Degree
• Masters Degree or above
• None of the above

05

Please indicate the number of years of professional experience you have in an administrative assistant/administrative support role.

• Less that 2 years of experience
• 2-4 years of experience
• 4-6 years of experience
• 6 or more years of experience
• No related experience

06

What interests you in supporting a team of social workers and first responders, and how does your background prepare you for this setting?

07

You will interact with social workers, mental health professionals, and first responders, each with distinct communication styles. How do you adapt your communication to meet the needs of varied individuals?

08

Check all that applies to your professional experience:

• Managing travel/training: registrations, logistics, and reimbursements.
• Manage onboarding: applications, references, background checks, access to internal systems.
• Orienting new staff and/or interns.
• Preparation and support for events, large meetings, and leadership/VIP visits.
• Providing administrative support for a large and diverse workgroup.
• Working for a government (local, state, federal) agency
• Working for a Public Safety Agency (police, fire services, EMS, rescue units, hazardous-materials teams, and broader departments of public safety)
• None of the above

09

Do you have experience supporting multiple teams and group?

• Yes
• No

10

How do you prioritization of competing tasks / assignments when supporting multiple teams and groups?

11

Which option best describes your experience working for a government agency or public-sector organization?

• Limited experience (temporary, seasonal, contract work, or less than 2 years)
• Regular experience (ongoing role for 3-5 years with a local, state, or federal agency)
• Extensive experience (multiple roles or long-term, 5+ years, employment in government)
• None of the above

Required Question

Employer City of Bellevue

Address PO Box 90012

Bellevue, Washington, 98009

Website http://www.bellevuewa.gov/