Administrative Assistant 2 – Environmental Services (Part-time)

Overview

The City of Gresham is seeking an administrative professional for a part-time Administrative Assistant 2 position in the Department of Environmental Services (DES). The Administrative Assistant 2 performs a range of complex administrative support activities to contribute to an efficient office operation in DES. We want someone with a passion for public service who is detail-oriented and collaborative. This role requires an energetic, motivated and organized individual to provide internal and external front-line customer service and program support for the department.

This part-time position will work two days per week at Gresham City Hall (1333 NW Eastman Parkway) and one day per week at the City of Gresham Operations Center (2123 SE Hogan Rd.). Work hours for this position will be Monday, Tuesday and Friday from 8:00 a.m. to 5:00 p.m.

As Oregon’s fourth-largest city, Gresham is a welcoming community of hard-working people where tradition and heritage meet innovation and opportunity. Gresham is a dynamic and rapidly growing city where families and businesses have a mutual desire and drive to thrive. City of Gresham employees care deeply about the community they serve, and go ‘one step beyond’ to deliver services in collaborative, inventive, practical, and nimble ways. Our work is challenging, fast-paced and rewarding.

We believe that to deliver the highest level of service to all Gresham community members, it is crucial we employ a diverse workforce, foster an inclusive working environment, and ensure our policies and systems result in equitable outcomes. The City seeks candidates who will support these values by continuously incorporating equity in their daily work, and actively contributing to a workplace culture that respects unique viewpoints, life experiences, and cultural perspectives.

Come build the future with us.

Position Description

The DES Administrative Assistant 2 reports to the Senior Administrative Supervisor in the Department of Environmental Services and is the first point of contact for the department. This position provides a wide range of administrative support services to both internal and external customers. This position welcomes visitors and answers calls, answering questions related to department projects and policies, and responding to citizen concerns. This position also provides a wide range of program support, including supply purchasing, invoice payments, procurement card processing, invoice payments, and park reservations. We are seeking a collaborative team player with outstanding customer service skills, intermediate to advanced Microsoft Office skills, document proofreading and editing ability, and confidentiality. If you are looking for rewarding work interacting with a variety of stakeholders and staff in a fast-paced environment with opportunity for growth, this may be the dream career you have been looking for! Enjoy doing work that matters as you support serving the Gresham community.

What you will get to do:
Provide front-line customer service to staff and community members doing business with DES.

Answer phones and provide accurate information to the community; direct callers to appropriate staff as necessary.

Greet and assist walk-in visitors, including members of the public, vendors and contractors.

Process incoming and outgoing mail for the department.

Use the Microsoft Office suite and standard office equipment to track data and create reports, letters, postcards, memos and other documents.

Assist with deadline-driven projects for the department, including capital improvement projects, contracts, manuals, and mass mailings.

Assist customers with park and community garden reservations using the ActiveNet system.

Provide support to department management and supervisory staff.

Assist with planning and set-up for meetings and special events.

Perform cash handling duties as needed.

Provide administrative support for meetings, including producing agendas and minutes.

Manage Outlook calendars and meeting schedule requests.

Purchase office supplies and process purchase orders, invoices, contracts and procurement card purchases in the City’s financial accounting system (Munis).

Maintain and update spreadsheets and tracking systems.

Provide backup for other administrative staff at both City Hall and Operations.

Maintain confidential employee files.

Qualities we are looking for:
A highly energetic and organized individual with who can juggle multiple tasks and projects with frequent interruptions while maintaining a careful attention to detail.

A problem solver who knows where to find answers and seeks to offer solutions that meet or exceed customer needs and expectations.

An effective communicator who engages active listening skills to gain understanding and effectively articulate an appropriate, accurate, and thorough response.

Someone who is technically skilled in multi-line phone systems, sight-typing and is proficient in using electronic software (Microsoft Office) and working with databases and other proprietary systems.

A person who is detail-oriented and able to create documents and enter data with zero or minimal errors.

A person who has experience with purchasing and processing invoices, contracts, procurement cards, and/or other financial documents and processes

A highly motivated, independent worker who takes the initiative to understand resources, processes, systems, and City operations and services.

A quick learner who has the ability to observe and repeat processes or tasks as they are taught with the goal of self-sufficiency.

Someone who can juggle multiple demands effectively.

A ‘people person’ who takes genuine interest in others while maintaining a welcoming, friendly, confident, fair, and inclusive approach to every interaction from every stakeholder.

Someone who utilizes emotional intelligence to manage challenging situations while remaining calm and professional.

Qualifications

Outstanding customer service skills

Intermediate to advanced level of proficiency with computer programs and software, particularly Microsoft Word, Excel and Outlook

Experience with answering a multi-line phone system or a busy phone line

Excellent communication skills, both orally and in writing

Ability to learn, apply and explain in detail City and departmental policies and procedures

Ability to work efficiently with competing deadlines and frequent interruptions

Ability to prepare reports and correspondence and process data with zero or few errors

Ability to quickly learn new software systems such as the ActiveNet reservation system and the Munis financial accounting system

Ability to organize and manage paper and electronic files while maintaining a heavy volume of purchasing requests, invoices, contracts, procurement cards, and other financial processes

Ability to work closely within a team setting and foster and maintain effective working relationships

Minimum Qualifications:
High School Diploma or GED

Three or more years of administrative support experience

Preferred Qualifications:
Prior experience providing administrative support in a public works, environmental, engineering, or public outreach field is preferable

Prior experience with the Munis financial accounting system is desirable

Prior experience with the ActiveNet reservation system is desirable

Some college is preferred

Ability to speak Spanish or Russian is desirable

Selection Process

To Apply: Click the “Apply” button at the top of this job posting.

Required application materials include:
Complete online application (do not put ‘see resume’ in any fields)

Answers to supplemental questions

Resume

One-page cover letter addressing your qualifications, experience, and the reason for your interest in this position

A review of application materials will be conducted to determine the most qualified candidates to be invited to an interview. All application materials must be received prior to the closing date and time.

We will be communicating with all applicants through email. Some email providers have filters that block messages from our applicant portal. Be sure to check your governmentjobs.com portal inbox

in addition to your regular email inbox for important updates related to this process.

If you desire a modification of this process to accommodate a disability, please provide your request in writing, or by phone to 503-618-2729 or [email protected].

Veteran’s Preference

The City of Gresham provides qualifying veterans and disabled veterans with preference in employment in accordance with state law. Any candidate wishing to have their qualifying veteran’s preference applied to the process must submit a qualifying document (DD Form 214 or 215) at the time of application providing proof of eligibility that includes discharge status. Disabled veterans must also submit a copy of their Veteran’s disability preference letter from the US Department of Veteran Affairs at the time of application, unless the information is included in the DD Form 214 or215.

Our Commitment

The City of Gresham is committed to providing equal employment opportunity to all qualified employees and applicants without unlawful regard to race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, national origin, age, mental or physical disability, genetic information, veteran status, marital status, familial status, or any other status protected by applicable federal, Oregon, or local law.

Any offer of employment is contingent upon successful completion of a criminal background check.