Administrative Assistant 2 - Environmental and City Services (Part-Time)

City of Gresham•Gresham, OR

6d•Onsite

About The Position

The City of Gresham is seeking an administrative professional for a part-time Administrative Assistant 2 position in the Environmental and City Services Department (DES). The Administrative Assistant 2 performs a wide range of 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 and enjoys working as part of an administrative team. The position 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 report to the Administrative Services Manager and will work four days per week in the DES office at Gresham City Hall (1333 NW Eastman Parkway). Work hours for this position are 8:00 a.m. – 5:00 p.m., Tuesdays through Fridays. 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.

Requirements

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 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.
High School Diploma or GED.
One (1) to four (4) years of administrative support experience.

Nice To Haves

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.
Some college is preferred.

Responsibilities

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 for assistance.
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.
Maintain office equipment and shared areas, including the kitchen.
Assist with deadline-driven projects for the department, including capital improvement projects, contracts, manuals, and mass mailings.
Research and process public records requests for the department.
Provide administrative support to department management and supervisory staff.
Assist with planning, purchasing and set-up for meetings and special events.
Maintain a petty cash box and perform cash handling duties.
Provide administrative support for meetings, including producing agendas and minutes.
Process travel arrangements.
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 DES City Hall, the City Hall front desk, and the Operations Center.