The City of Gresham is pleased to accept applications for a detail-oriented and customer-service focused administrative professional to fill a position as an Administrative Assistant 2 on our collaborative Urban Design and Planning team. This position will play a key role in providing administrative support to the Urban Design and Planning staff.
This position will work remotely until City Hall reopens and the safe return of staff is implemented.
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 Administrative Assistant 2 works within a fast-paced, collaborative team environment to provide administrative support to the department staff, manager, and director. This position needs to be able to work autonomously within this collaborative team environment.
The successful candidate will work with others to effectively and adeptly provide consistent and accurate work as well as a high-level of customer service. The Administrative Assistant 2 needs to be independent, collaborative, and detail-oriented; working on a team to support the department.
WHAT YOU WILL GET TO DO
Administrative Support
Performs administrative support duties including copying, filing, billing, coding, and recording information.
Collects and compiles data.
Performs data entry and creates and maintains electronic and manual record keeping systems.
Assists in developing and/or revising various administrative and operating policies, procedures, and rules.
Processes purchasing information, invoices, expense reports, and petty cash requests.
Distributes mail and correspondence.
Purchases, monitors, and maintains office supplies and equipment.
May train staff on hardware, software, procedures, rules, and regulations, as needed.
Performs other duties, as assigned.
Clerical
Drafts, proofreads, and formats office documents including agendas, brochures, memos, meeting minutes, reports, summaries, letters, and forms.
Creates or reviews presentation materials.
Reviews documents and correspondence for completeness and accuracy.
Processes contracts and releases them into workflow for approval.
Reception Support
Answers the main departmental telephone line.
Greets and directs visitors.
Assists the general public with information regarding City and departmental policies, procedures, and guidelines.
Explains department programs, services, and functions.
Schedules and coordinates meetings and appointments.
Coordinates travel arrangements, as needed.
Coordinates calendars.
Responds to inquiries from other departments, divisions, work groups, and the public.
Council and Council Advisory Commission Support
Provides administrative Urban Design & Planning support for boards, commissions, councils, and committees.
Prepares agendas and other documents.
Prepares for meetings, including room set up or virtual set up.
Communicates verbally and in writing with board, commission, and committee members.
Takes and transcribes meeting minutes.
Reliable Team Member
Entails being able to listen to like-minded planning and development professionals within Urban Design & Planning and the larger organization in support of reviewing and processing land use inquires and applications.
Provides exemplary and timely customer service.
Variety of Work
This position will work with development planning, comprehensive planning, transportation, parks, and natural resource planning staff. Also, the position may collaborate with other administrative or technical specialists within the City to improve processes and deliverables.
DESIRED QUALITIES
Collaborative: A customer-service oriented professional who values partnerships and forms relationships with team members and related disciplines to achieve goals and complete tasks. The successful candidate will work independently but within a highly collaborative team.
Practical: An organized professional who thrives on information, who can process details, and who can juggle multiple priorities and deadlines.
Nimble: A quick thinker and problem solver who navigates obstacles with a positive attitude.
The ideal candidate should demonstrate excellent attention to detail, the ability to work autonomously in a highly collaborative team setting, have enthusiasm to learn and help others, and have the ability to reprioritize work, and manage work within set timelines, short deadlines, and constant interruptions.
Strong Writing Skills: The ability to communicate clearly and concisely in writing within Urban Design & Planning, with other City departments, outside organizations, and the general public. The successful candidate must also possess knowledge of modern grammatical and writing practices and have the ability to convert technical planning or process language for general public consumption.
Strong Analytical Skills: As needed, the candidate would be able to pull or request data from various sources and compile that data as requested Urban Design & Planning staff.
Qualifications
This position will require effective written and verbal communication skills, proficiency with Office 365 suite (Outlook, Word, Excel, SharePoint, OneDrive, Visio, etc.), and the ability to exercise sound judgment.
MINIMUM QUALIFICATIONS:
High School Diploma or GED
One to four years of administrative support experience
Preferred Qualifications:
Some college is preferred
Ability to speak Spanish or Russian is desirable
Selection Process
Required application materials include:
Complete online application (do not put ‘see resume’ in any fields)
Answers to supplemental questions
Cover letter describing interest in the position and summarizing related experience
Resume (encouraged, but not required)
To Apply, click ‘apply’ at the top of this job posting.
A comprehensive review of the cover letter, application, resume and supplemental questions will be used to determine the most qualified applicants to move forward.
Candidates will receive updates on this process through email. Some email providers may block these messages, therefore, candidates are encouraged to visit the inbox within GovernmentJobs.com for updates.
If you desire a modification of this process to accommodate a disability, please provide your request in writing via email to [email protected] or by phone to 503-618-2549, upon submitting the required documents.
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 or 215.
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.
Please direct questions about this position to 503-618-2549 or [email protected].
If you need assistance with the online application, please contact NEOGOV directly at 1-855-524- 5627.
**Any offer of employment is contingent upon successful completion of a criminal background check.
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